Minutes of the Board of Regents of Stephen F. Austin State University. 2006, Volume No. 226

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Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
April 13, 2006
Volume 226
Board Minutes for April 13,2006
06-27 Approval of January 18, January 19, February 17, February 18,
and March 3, 2006 Minutes 2
06-28 Approval of Personnel Items 2
A. Faculty Appointments for 2006-2007 2
B. Staff Appointments for 2006-2007 4
C. Changes of Status for 2006-2007 4
D. Retirements 5
E. Promotions 5
F. Tenure 6
G. Faculty Development Leave for 2006-2007 6
H. Regents Professorships for 2006-2007 7
06-29 Approval of Academic and Student Affairs Items ; 7
A. Faculty Workload Report for Fall 2005 and Spring 2006 7
B. Curriculum Changes 7
C. Small Size Classes 7
D. Proposal to Offer a Bachelor of Science Degree in Biochemistry 7
E. Nonsubstantive Degree Program Request for
Interior Merchandising Degree 7
F. Change in Admissions Requirement for International Students 8
06-30 Approval of Financial Affairs Items 8
A. Adoption of Summer 2006 Budget 8
B. Non-Resident Rates for Excessive Hours and Repeated Courses 8
C. Food Service Contract 8
D. Room and Board Rates 9
E. Food Service Expenditure 9
F. Housing Expenditure 9
G. Course Fees and Application Fees 9
H. Student Service Fee 9
J. Approval for Purchases Over $50,000 (Arthur Temple College of
Forestry and Agriculture)—Columbia Geospatial Service Center—
Furnishings for Office Space 9
K. Resolution to Renew the Investment Management Contract
with Merrill Lynch 10
L. Expanding the Employee Educational Benefit to $2000 Annually
Per Employee, To Be Used by the Employee, Spouse, or
Dependent Children 10
M. Enrollment Initiatives 10
N. Wide-Area Bandwidth and Internet Service 11
O. Designated Tuition Semester Credit Hour Fee Increase 11
P. Graduate Board Authorized Tuition Differential Increase 11
Q. University Police Communication System 11
06-31 I. Approval to Increase SFA International Education Fee 11
06-32 Approval for Building and Grounds Items 12
A. Repair and Resurfacing of East College and Hayter Streets 12
B. Additional Funding for Terracon Contract 12
C. Demolition of New Raguet Apartments and Resurfacing of Parking. 12
D. Land Mitigation for Baseball/Softball Complex 12
E. Relocation of Office of Instructional Technology to Steen Library.... 12
G. Grant of Sewer Easement to City of Nacogdoches 13
H. Installation of Fire Alarm System at Johnson Coliseum 13
06-33 F. Construction Manager at Risk for Current Projects 13
06-34 University Policies and Procedures
A. Policy Revisions 14
VIII. Reports 14
A. President
B. Vice President for University Advancement
C. Audit Services Report
D. Technology Consultant Report
E. Student Government Association
F. Faculty Senate
G. Faculty Salary Study
06-35 Election of Board Officers 15
Appendix 1 - Undergraduate and Graduate Curriculum Changes
A. Undergraduate New Course Proposals
B. Undergraduate Course Change Proposals
C. Undergraduate Course Deletions
D. Undergraduate Program Proposals
E. Graduate Course Proposals
Appendix 2 - Small-Size Class Report
Appendix 3 - Proposed Room and Board Rates for 2006-2007
Appendix 4 - Proposed Course Fees and Application Fees
Appendix 5 - Exhibit Maps of Proposed Sanitary Sewer Easement on Slay Tract
Appendix 6 - Policy Revisions
A-46 Small-size Classes P-1
B-ll Hall 20 Guest Rooms P-4
B-30 University Vehicles P-6
C-ll Departmental Accounting Responsibilities P-14
C-13 Food Purchases P-16
C-16.5 Historically Underutilized Businesses P-18
C-33 Purchasing Ethics and Confidentiality P-23
C-45 Professional and Consultant Services P-25
D-21 Use of Amplified Sound on Campus Grounds P-31
D-24 Parking and Traffic Regulations P-32
D-33 Solicitation on Campus P-53
D-35.5 Smoking and Use of Tobacco Products P-58
NEW Expenditure Authority for Financial Transactions P-59
E-19 Employment of Persons with Criminal History P-60
E-28 Insurance and Other Benefits P-61
E-29A Leave of Absence (Faculty) P-68
E-30N Leave of Absence (Non-Academic) P-74
E-36 Overtime and Additional Compensation P-80
E-39 Personnel Action Request P-82
E-40N Probationary Period of Employment P-86
E-43 Retirement Programs P-87
E-47.1 Sick Leave Pool P-90
E-47.2 Staff Development P-95
E-52N Time Sheets P-96
E-53 Vacation Leave P-99
E-56 Ethics P-101
E-65 Employee Scholarship Program P-110
F-5 Building Security/Special Events P-111
F-14 Student Organization Formation and Recognition P-112
Stephen F. Austin State University
Minutes of the Meeting of the
Board of Regents
Nacogdoches, Texas
April 13, 2006
9:00 a.m.
Austin Building 307
The meeting of the Board of Regents was called to order at 9:00 a.m., Thursday, April
13, 2006, by Chair Fred Wulf.
PRESENT:
Board Members: Mr. Fred Wulf, Chair
Mr. Richard Boyer
Ms. Valerie Ertz
Mr. Joe Max Green
Mr. Kenneth James
Mr. Paul Pond
Mr. James Thompson
Ms. Stephanie Tracy
Mr. Melvin White
President: Dr.Tito Guerrero
Vice-Presidents: Ms. Debbie Baisden
Dr. Mary Cullinan
Dr. Jerry Holbert
Dr. Baker Pattillo
General Counsel: Ms. Yvette Clark
ABSENT:
Board Members: Dr. Margarita de la Garza Grahm
SFA administrators, staff, and visitors
No executive session was held.
The board chair recognized Dr. Cullinan, who introduced the faculty members who have
been recommended for promotion to the rank of Professor: Carol Abel, Kimberly Childs,
Robert Culpepper, Richard Herzog, Alexander Karatayev, Treba Marsh, Deborah Pace,
James Van Kely, and Robert Wiggers.
Dr. Cullinan then introduced Dr. James Standley, Dean of the Colleges of Applied Arts
and Sciences and Liberal Arts. Dean Standley introduced the SFA Debate Team, coached
by Mr. Stephen Jeffcoat from the Communications Department. The Debate Team has
recently won the IPDA Varsity National Championship, for a fourth consecutive year.
Dr. Cullinan introduced Dr. Violet Rogers, Dean of the Nelson Rusche College of
Business. Dr. Rogers introduced competition winning students from the SFA chapters of
the American Marketing Association and the Society for the Advancement of
Management. Dean Rogers also introduced business students who recently participated as
semi-finalists in the business plan competition sponsored by the Rice Alliance for
Technology and Entrepreneurship.
Dr. Cullinan introduced Dr. Richard Berry, Dean of the College of Fine Arts, who
brought with him students from Rose Bruford College in London who are in their second
year of Rose Bruford's American Theatre Arts program. The entire second year of this
program is provided for Rose Bruford by Stephen F. Austin State University. Dr. Berry
also introduced two voice students who were regional winners in the National
Association of Teachers of Singing: Christian Teague, student of Ms. Nita Hudson, and
Katherine Haney, student of Dr. Deborah Dalton. Dr. Berry then introduced Dr. Stephen
Lias, Assistant Professor of Music, who was a finalist in a composition contest
commemorating the 250th anniversary of the birth of Mozart, sponsored by Chamber
Orchestra Kremlin. Dr. Lias traveled to Moscow, Russia, in January to attend the concert
of Chamber Orchestra Kremlin during which his composition and those of the other 11
finalists were performed.
The board chair recognized Dr. Pattillo, who introduced the recent championship teams
from this year: the Southland Conference Indoor Champion SFA Women's Track Team,
the SFA cheerleaders who have won their fourth consecutive NCA Co-Ed National
Championship, and the Ladyjack Basketball Team with Coach Lee Ann Riley who
qualified for the NCAA Women's Basketball Championship Tournament.
Chair Wulf then presented a Lumberjack Axe on behalf of the Board of Regents to each
of the following recipients: Dr. Tim Cherry for his efforts on behalf of Poultry Science, to
Dr. Glenda Walker, for her efforts to advance the School of Nursing, and to Mr. John
Rulfs, for his leadership in the university physical plant during a period of unparalleled
campus growth and construction.
APPROVAL OF MINUTES
06-27
Upon motion by Regent Pond, seconded by Regent Ertz, with all members voting aye, it
was ordered that the minutes of the January 18 and 19, 2006, regular meetings and the
February 17, February 18, and March 3, 2006, special meetings be approved.
PERSONNEL
06-28
Upon motion by Regent Pond, seconded by Regent Thompson, with all members voting
aye, it was ordered that the following personnel items be approved:
A. FACULTY APPOINTMENTS FOR 2006 - 2007
1. Fine Arts
a) Christina Guenther-Scott Assistant Professor of Music, D.M. (Florida State
University College of Music), at a salary of $41,000 for 100 percent time for
nine months, effective August 22, 2006.
2. Liberal Arts
a) Matthew Batt, Assistant Professor of English and Philosophy, M.S.A. (Ohio
State University), at a salary of $40,000 for 100 percent time for nine months,
effective August 22, 2006, contingent upon completion of doctorate by June
30, 2006.
b) Dianne Dentice, Assistant Professor of Sociology, M. A. (Texas Womens'
University), at a salary of $40,000 for 100 percent time for nine months,
effective August 22, 2006, contingent upon completion of doctorate by June
30, 2006.
c) Sarah Franklin. Assistant Professor of History, Ph.D. (Florida State
University), at a salary of $40,000 for 100 percent time for nine months,
effective August 22, 2006.
d) Jill Hernandez, Assistant Professor of English and Philosophy, M.A. (Texas
A&M University), at a salary of $40,000 for 100 percent time for nine
months, effective August 22, 2006, contingent upon completion of doctorate
by May 31, 2006.
e) William Forbes, Assistant Professor of Geography, Ph.D. (University of North
Texas), at a salary of $40,000 for 100 percent time for nine months, effective
August 22, 2006.
f) Dr. Scott Sosebee, Assistant Professor of History, Ph.D. (Texas Tech
University), at a salary of $40,000 for 100 percent time for nine months,
effective August 22, 2006.
3. Sciences and Mathematics
a) Matthew Kwiatkowski, Assistant Professor of Biology, Ph.D., (Arizona State
University), at a salary of $42,500 for 100 percent time for nine months,
effective August 22, 2006.
b) Jeremy Becnel, Assistant Professor of Mathematics and Statistics, M.S.
(Louisiana State University), at a salary of $46,000 for 100 percent time for
nine months, effective August 22, 2006, contingent upon completion of
doctorate by August 31, 2006.
c) Patricia Carlin. Assistant Professor of Mathematics and Statistics, M.S.
(Wichita State University), at a salary of $46,000 for 100 percent time for nine
months, effective August 22, 2006, contingent upon completion of doctorate
by August 31, 2006.
d) Brian Beavers, Assistant Professor of Mathematics and Statistics, M.S.
(Louisiana State University), at a salary of $46,000 for 100 percent time for
nine months, effective August 22, 2006, contingent upon completion of
doctorate by August 31, 2006.
e) Nancy Mathis, Lecturer of Biology, M.D. (The University of Texas
Southwestern Medical School), at a salary of $40,000 for 100 percent time for
nine months, effective August 22, 2006.
B. STAFF APPOINTMENTS FOR 2006-2007
1. Alumni Affairs
a) Jeffrey Heyward Davis, Director of Development, at a salary of $47,500 for
100 percent time for twelve months, effective February 8, 2006.
C. CHANGES OF STATUS FOR 2006 - 2007
1. Academic Affairs
a) Marlin Young, from Interim Vice President for Business Affairs at a salary of
$126,800 for 100 percent time for twelve months, with an additional stipend
of $750 per month, to Associate Provost/Vice President for Academic Affairs,
at a salary of $126,800 for 100 percent time for twelve months, effective
March 1,2006.
2. Education
a) George Ann Leonard from Certification Officer/PBIC Manager at a salary of
$40,000 for 100 percent time for twelve months, to Director of Assessment
and Accountability at a salary of $54,900 for 100 percent time for twelve
months, effective March 20, 2006.
3. Liberal Arts
a) Ray Darville from Department Chair of Sociology at a salary of $84,928 for
100 percent time for eleven months, to Professor of Sociology at a salary of
$69,500 for 100 percent time for nine months, effective September 1, 2006.
b) Ann Doyle Anderson from Interim Chair of Modern Language Department at
a salary of $84,050 for 100 percent time for eleven months, to Chair of
Modern Language Department at a salary of $84,050 for 100 percent time for
eleven months, effective January 1, 2006.
c) Jerry Williams from Associate Professor of Sociology at a salary of $47,000
for 100 percent time for nine months, to Chair of Sociology Department, at a
salary of $70,000 for 100 percent time for eleven months, effective,
September 1,2006.
D. RETIREMENTS
The following retirements were accepted:
a) Don Hay, Chair, Biology Department, effective July 31, 2006.
b) David Jeffrey, Associate Vice President of Graduate Studies, effective August
31,2006.
c) Robert Mann, Professor of Music, effective December 31, 2005.
d) Sammie Smith, Professor of Accounting, effective August 31, 2006.
e) Ray Worsham, Director of Intramurals, effective August 31, 2006.
E. PROMOTIONS
The following individuals were granted promotion to the academic rank indicated,
effective fall semester, 2006.
To Associate Professor:
Robert Allen History
Christopher Ayer Music
Angela Bacarisse Theatre
Julia Ballenger Secondary Education
Mark Barringer History
Deborah Dunn Computer Science
Patty Ellison Nursing
Dennis Gravatt Biology
Keaton Grubbs General Business
Greta Haidinyak Nursing
Samuel Jones Economics & Finance
Stephen Lias Music
Ronald Petti Music
James Stamey Math & Statistics
Sarah Stovall Math & Statistics
To Professor:
Carol Abel Elementary Education
Kimberly Childs Math & Statistics
Robert Culpepper Management, Marketing & International Business
Richard Herzog Political Science, Geography & Public Administration
Alexander Karatayev Biology
Treba Marsh Accounting
Deborah Pace Math & Statistics
James Van Kley Biology
Robert Wiggers Biology
To Professor Emeritus:
John Daniel Art
James Garrett Chemistry
Robert Mann Music
Mary McCleary Art
Sammie Smith Accounting
Donya Stephens Secondary Education
To Librarian III:
Ann Ellis Library
To Librarian IV:
Wade Carter Library
F. TENURE
Academic tenure was awarded to the following individuals, effective fall
semester, 2006.
Robert Allen History
Christopher Ayer Music
Angela Bacarisse Theatre
Julia Ballenger Secondary Education
Mark Barringer History
Kathleen Belanger Social Work
Michael Doughty Social Work
Deborah Dunn Computer Science
Keaton Grubbs General Business
Greta Haidinyak Nursing
Carol Harrison Human Services
Samuel Jones Economics & Finance
Ronald Petti Music
James Stamey Math & Statistics
Sarah Stovall Math & Statistics
G. FACULTY DEVELOPMENT LEAVE FOR 2006-2007
The faculty members listed below were awarded Faculty Development Leave for
the semester indicated.
Fall 2006
Dr. Betty Johnson General Business
Dr. Ray Darville Sociology
Spring 2007
Dr. Clarke Wayne Proctor Mathematics & Statistics
Dr. Wynter Chauvin Elementary Education
H. REGENTS PROFESSORSHIPS FOR 2006-2007
The following were awarded Regents Professorships for the academic year 2006-
2007.
Dr. Allen Richman, History
Dr. David Creech, Agriculture
ACADEMIC AND STUDENT AFFAIRS
06-29
Upon motion by Regent James, seconded by Regent Ertz, with all members voting aye, it
was ordered that the following academic items A-F be approved:
A. FACULTY WORKLOAD REPORT FOR FALL 2005 AND SPRING 2006
The Fall 2005 and Spring 2006 faculty workload reports have been made
available to the Board of Regents.
B. CURRICULUM CHANGES
The Board of Regents approved the undergraduate and graduate curriculum
changes listed in Appendix 1.
C. SMALL-SIZE CLASSES
The Spring 2006 small-size class list in Appendix 2 was approved.
D. PROPOSAL TO OFFER A BACHELOR OF SCIENCE DEGREE IN
BIOCHEMISTRY
Approval to offer a Bachelor of Science Degree with a major in Biochemistry was
granted.
E. NONSUBSTANTIVE DEGREE PROGRAM REQUEST FOR INTERIOR
MERCHANDISING DEGREE
Approval to offer a Bachelor of Science degree in Interior Merchandising was
granted.
F. CHANGE IN ADMISSIONS REQUIREMENT FOR INTERNATIONAL
STUDENTS
The SAT or ACT is no longer required for admission to the university by
undergraduate international students.
FINANCIAL AFFAIRS
06-30
Regent Ertz moved that financial affairs items A-Q be approved; the motion was
seconded by Regent White. Regent Thompson asked that the question be divided. Upon
motion by Regent Boyer, seconded by Regent Ertz, all members voting aye, the motion
was amended to remove item I. Upon motion by Regent Ertz, seconded by Regent White,
with all members voting aye, it was ordered that the following financial affairs items A-H
and J-Q be approved:
A. ADOPTION OF SUMMER 2006 BUDGET
Academic and summer school support salaries and benefits included in the annual
budget were increased by $452,443 to provide funding for the education and
general salaries of the 2006 summer budget. The total summer budget of
$4,630,010 was approved as presented.
B. NON-RESIDENT RATES FOR EXCESSIVE HOURS AND REPEATED
COURSES
Approval was given to charge a rate up to the level of non-resident tuition rates to
students for courses not funded by formula funding specifically applying to the
excessive hour rule and courses repeated more than two times. The non-resident
rate applicable for repeated courses will be effective with the spring 2007
semester. The excessive hour rule currently in effect (45 hour rule) was changed
to 30 hours effective for students enrolling in the fall semester, 2006 and
thereafter. Exemptions to the higher rate will be determined by both legislation
and board policy.
C. FOOD SERVICE CONTRACT
Approval was given to the Food Service proposal submitted by ARAMARK to
extend the university's contract to include an investment in dining facilities of
over $4.2 million amortized over a 15 year contract term providing upgraded meal
plans and flexible dining dollars to meet current student expectations. The
president was authorized to negotiate specific contract terms that allow for a 90
day notice of termination and other protective and beneficial clauses in the best
interests of the university, and the president was authorized to sign the contracts.
D. ROOM AND BOARD RATES
Room and Board Rates were increased by an overall rate of 6%. This increase
includes a 4% increase for food service. The new rates are shown in Appendix 3.
E. FOOD SERVICE EXPENDITURE
The Food Service expenditure budget was increased by $300,000 to cover
increased food service costs. This increase will be covered by over-realized meal
plan revenue from the Spring 2006 semester.
F. HOUSING EXPENDITURE
The Housing Department expenditure budget was increased by $500,000 to
upgrade some of the existing residence halls to more closely match the amenities
offered in the newer halls.
The upgrades will include the following:
Project: Expense
Replace Steen Desk Chairs $35,000
Microfridges in Hall 10 $30,000
Replace lobby carpet @ North $2,000
Replace carpet @ Wisely $21,000
Carpet rooms @ 16 $149,000
Carpet rooms @ Kerr $ 184,000
MicroFridges@16 $79,000
TOTAL EXPENSES NOT TO EXCEED $500,000
G. COURSE FEES AND APPLICATION FEES
The Board of Regents adopted the schedule of course fees and application fees
(additions and changes) for the 2006-2007 academic year shown as Appendix 4.
This amended 2006-2007 fee schedule will be effective with registration for the
Fall 2006 semester.
H. STUDENT SERVICE FEE
The Student Service Fee was increased to $11.00 per semester credit hour with
the current fee ceiling of $150, effective with registration for the Fall 2006
semester.
J. APPROVAL FOR PURCHASES OVER $50,000 (ARTHUR TEMPLE COLLEGE
OF FORESTRY AND AGRICULTUREV-Columbia Geospatial Service Center-
Furnishings for Office Space
Approval was given to purchase furnishings for the Columbia Geospatial Service
Center at a total cost not to exceed $100,000. Source of funds is the Columbia
Geospatial Service Center Grant (Acct. No. 424000).
K. RESOLUTION TO RENEW THE INVESTMENT MANAGEMENT CONTRACT
WITH MERRILL LYNCH
Approval was given to extend the current investment management contract with
Merrill Lynch through August 31, 2006. The University will submit investment
bid proposals for investment management services. The successful bidder will
then sign a new two year contract for investment management services.
L. EXPANDING THE EMPLOYEE EDUCATIONAL BENEFIT TO $2000
ANNUALLY PER EMPLOYEE, TO BE USED BY THE EMPLOYEE. SPOUSE
OR DEPENDENT CHILDREN.
Approval was given to expand the benefit for employees under the Educational
Assistance Plan to $2000 annually per employee. The maximum amount to be
used during a fiscal year by eligible employee would be $2,000. The employees
could elect to use this benefit for themselves, their spouses or their dependent
children, as long as the total amount per employee did not exceed the $2,000
annual threshold. To be considered eligible for the scholarship, the student must
have met all requirements for admission in good standing to the University, must
be in good academic standing (currently defined as a 2.0 grade point average
(g.p.a.) or better for undergraduates and 3.0 g.p.a. or better for graduates), and
have no amounts due to the University. Other criteria may be established and
would be part of a written plan. The scholarships would be subject to the
availability of funds, and amounts could be adjusted by the administration.
Federal and state rules and regulations will apply to the plan. This expanded
benefit would be available in the fall, 2006.
Projected costs for the initial implementation of this policy for FY 2006-07 are
estimated to be $300,000.
M. ENROLLMENT INITIATIVES
Approval was given to the allocation of funds not to exceed $55,000 to support
the following enrollment initiatives, which will start immediately:
• Complete a second round of phone calls to admitted students, non-pays
and those not signing up for orientation
• Place advertisements throughout the summer in the top ten community
college feeders promoting the Community College Scholarship program
and applying for fall
• Send postcard/letter to currently enrolled students who do not "pre-register"
informing them of additional times/dates
• Prepare a two-color flyer/brochure promoting the "Return to Learn"
program.
• Promote potential Hill College course offerings
• Promote on-line courses
10
• Extend employment of Houston Regional Recruiter to focus on
community college visits in the Houston and surrounding area (wages,
travel funds, phone)
• Send postcard to students who have not applied, reminding them there is
still time
• Offer $1,000 per college to contact admitted students in the college (calls,
letters)
• Extend theater advertising contract to run during selected months.
The source of funds will be additional designated revenue in excess of the budget
estimate.
N. WIDE-AREA BANDWIDTH AND INTERNET SERVICE
The Board of Regents approved a one-time capital cost of $5,000 and an ongoing
monthly expenditure not to exceed $10,500 for a leased 1,000 mps circuit from
AT&T (formerly SBC) and 200 mps of Internet capacity from Level (3). The
Board had previously approved FY06 expenditures of $10,783 per month
($129,396 annually) for 100 mps of Internet capacity from Verio, and
expenditures not to exceed $375,000 for AT&T (formerly SBC) data and voice
services. As a result of this change, SFA's net bandwidth and Internet
expenditures will decrease in FY06. Source of funds will be O&M.
0. DESIGNATED TUITION SEMESTER CREDIT HOUR FEE INCREASE
Approval was given for designated tuition to be increased to $85 per semester
credit hour. Approval was given for the designated tuition ceiling charge to
remain at the 16 semester credit hour load.
P. GRADUATE BOARD AUTHORIZED TUITION DIFFERENTIAL INCREASE
Approval was given for the graduate differential tuition amount to be increased
from $20 to $30.
Q. UNIVERSITY POLICE COMMUNICATION SYSTEM
The Board of Regents approved an expenditure not to exceed $130,000 to finalize
the upgrade of the police communication system and authorized the President to
sign the purchase order.
06-31
Upon motion by Regent Ertz, seconded by Regent Pond, with seven members voting aye,
Regent Thompson abstaining, it was ordered that the following financial affairs item be
approved:
1. APPROVAL TO INCREASE SFA INTERNATIONAL EDUCATION FEE
The International Education Fee was increased from $1 to $3 per student per
semester beginning with Fall Semester 2006.
11
BUILDING AND GROUNDS
06-32
Upon motion by Regent Green, seconded by Regent Pond, with all members voting aye,
it was ordered that the following building and grounds items A-E and G-H be approved:
A. REPAIR AND RESURFACING OF EAST COLLEGE AND HAYTER STREETS
The university was authorized to accept the best proposal for repair and
resurfacing of East College and Hayter Streets. Total cost is not to exceed
$340,000, and funds are available from budgeted HEAF.
B. ADDITIONAL FUNDING FOR TERRACON CONTRACT
The university was authorized to increase the current professional services
contract with Terracon by $75,000 for the current year. Costs will be assigned to
the project that required the material test.
C. DEMOLITION OF NEW RAGUET APARTMENTS AND RESURFACING OF
PARKING
The university was authorized to proceed with the demolition of the New Raguet
Apartments and the addition of a limited number of surface parking spaces at a
cost not to exceed $550,000. Source of funds will be $430,000 in the Residence
Hall Upgrades construction account and an amount not to exceed $120,000 from
the Pledged-Auxiliary Contingency.
D. LAND MITIGATION FOR BASEBALL/SOFTBALL COMPLEX
The university was authorized to proceed with the land mitigation for the
Baseball/Softball Complex and that the land mitigation transaction be brought
back to the board for final approval. Funds were authorized in the February 17,
2006 board meeting.
E. RELOCATION OF THE OFFICE OF INSTRUCTIONAL TECHNOLOGY TO
STEEN LIBRARY
The university was authorized to proceed with Phase I of this project, which
includes moving the Office of Instructional Technology to the library at a cost not
to exceed $550,000. The university was authorized to use a Construction Manager
at Risk to be named at the April 2006 board meeting and the SFA physical plant
as contractors for the project, and the president was authorized to sign the
required purchase orders and contracts. Source of funding is available HEAF as
identified in the January 2006 meeting.
12
G. GRANT OF SEWER EASEMENT TO CITY OF NACOGDOCHES
The university was authorized to grant requested easements to the city of
Nacogdoches at no cost for the repair of existing sewer lines on the East side of
the campus. The 0.1375 acre tract and the 0.19 acre tract in question are part of a
36.25 acre tract of land described in a conveyance from Oscar B. Slay and wife,
Mollie Slay, to Stephen F. Austin State Teachers College, dated October 11,
1937, as recorded in Volume 145, page 553, of the deed records of Nacogdoches
County, Texas. The existing sewer lines for which this easement is granted are
depicted in Appendix 5. The president was authorized to sign the required
documents.
H. INSTALLATION OF FIRE ALARM SYSTEM AT JOHNSON COLISEUM
The university was authorized to add a Simplex fire alarm system in the Johnson
Coliseum at a cost not to exceed $140,000 and the president was authorized to
sign the required contracts and purchase orders. The source of funds will be
budgeted auxiliary fire safety funds.
06-33
Upon motion by Regent Thompson, seconded by Regent Boyer, with seven members
voting aye, Regent Green abstaining, it was ordered that the following building and
grounds item be approved:
F. CONSTRUCTION MANAGER AT RISK FOR CURRENT PROJECTS
Cox Contractors was selected as the most qualified construction manager for the
various small projects in the RFP totaling $3,020,000:
1. University police renovation and construction ($ 120,000)
2. Ferguson/Liberal Arts ($400,000)
3. Roofing projects ($200,000)
4. Library, Rusk, and Boynton Phase I ($550,000)
5. Demolition of New Raguet Apartments and parking addition ($500,000)
6. Boynton HVAC ($350,000)
7. McGee and McKibben restrooms ($450,000)
8. Fire safety issues as identified by the state fire marshal ($200,000)
9. Overall project contingency ($250,000)
The university was authorized to award the contract to Cox Contractors to serve
as the construction manager for these projects and the president was authorized to
sign the contract. If the contingency for these projects needs to be increased, that
request will be brought back to the board at a future meeting.
13
UNIVERSITY POLICIES AND PROCEDURES
06-34
Upon motion by Regent White, seconded by Regent Green, with all members voting aye,
it was ordered that the policy revisions as presented in Appendix 6 be approved.
REPORTS
A. PRESIDENT
Dr. Tito Guerrero reported on the following topics:
• Enrollment Growth Initiative
. Coordinating Board Meeting (April 20, 2006)
. Spring Fest Celebration (April 22, 2006)
• Coach's Night Events in San Antonio and Austin (April 24 and 25, 2006)
• Bright Ideas Conference on Campus (April 28, 2006)
. Big Dip (May 5, 2006)
• Commencement (May 13, 2006) with Senator Kay Bailey Hutchison as speaker
• Visit to Campus by Delegation from Harbin, China (May 15-17, 2006)
• Invited Commencement Speech at Karnes City High School (June 2, 2006)
B. VICE PRESIDENT FOR UNIVERSITY ADVANCEMENT
Dr. Jerry Holbert presented a cumulative giving report for the first and second
quarters of FY06.
C. AUDIT SERVICES REPORT
Mrs. Gina Oglesbee presented a report on the activities in the office of Audit
Services:
• Ethicspoint implementation
• Collaboration with State Auditor's office
• Audit of External Bank Accounts
D. STUDENT GOVERNMENT ASSOCIATION
Ms. Amber Lara presented a report on the year's activities for the Student
Government Association and the plans for the remainder of the year.
E. FACULTY SENATE
Dr. Brian Oswald, Chair of the Faculty Senate, presented the results of an opinion
survey among the faculty asking if SFA should join a system. Dr. Chris Barker is the
incoming Chair of the Faculty Senate and will take office May 10.
F. FACULTY SALARY STUDY
Regent Ertz presented a report of a Faculty Salary Study conducted by a
subcommittee of the board over the past year.
14
ELECTION OF BOARD OFFICERS
06-35
Upon motion by Regent Thompson of behalf of the Nominating Committee, with all
members voting aye, it was ordered that Valerie Ertz be elected Chair, Paul Pond be
elected Vice Chair, and James Thompson be elected Secretary.
Incoming Chair Ertz presented the gavel and a plaque of appreciation to outgoing Chair
Wulf on behalf of the Board of Regents.
The meeting was adjourned at 10:25 a.m.
15
Appendix 1
Appendix 1
Appendix 1
Appendix 1
Appendix 1
Appendix 1
Appendix 1
Appendix 1
GRADUATE COURSE PROPOSALS
SPRING, 2006
New Courses
Course Title
ACC 532 Legal Principles Related to Accounting ACC
ACC 547 Advanced Auditing ACC
ACC 557 Seminar in Internal Auditing ACC
AGN508 Soil-Plant Relations AGR
ANS 501 Advanced Nutrition AGR
ART 570 Ad Design II ART
ELE 525 Instruction and Assessment Elem. Ed.
HMS 501 Service Mgt. In Human Sciences FCSc
HMS 502 Emp. Develop. Issues in HSC FCSc
HMS 578 Seminar FCSc
HRT 514 Adv. Horticulture Crop Production AGR
KIN 510 Medical Terminology ATHL
Notes
Adds graduate options to the curriculum
Adds on-line elective course for Resource Interpretation
Adds on-line elective course for Resource Interpretation
Replaces FOR 551 New prefix only
Replaces FOR 552 New prefix only
Replaces FOR 553 New prefix only
Previously taught as special topics, adds new topic to curriculum
Replaces FOR 649 New prefix only
Type Notes
Change Change in title and description
Change Change in prerequisites
Change Change in prerequisites
Change Change prefix from AGR
Change Change prefix from AGR
Change Change in title and description
Change Change to variable credit, 1-3 hours
Change Change in title and description
Change Change in title and description
Change Change to variable, cross-listed with HMS 478
Change Change prefix from AGR
Change Change contact hours from 1.5 to 2 j>
i
KIN 531L Therapeutic Modalities Lab
KIN 536L Therapeutic Exercise Lab
KIN 551 Athletic Training Clinical V
KIN 581 Prob. In Teach. College: Intern
BTC 561 Adv. Techniques in Molecular Bio.
BTC 563 Molecular Biochemistry
BTC 563L Molecular Biochemistry Lab
PS Y 517 Ethics and Research in Psy.
PSY 523 Advanced General Psychology
PSY 525 Teaching Seminar
PSY 526 Teaching Practicum
PSY 550 Seminar in Psychology
PSY 585 Graduate Research Seminar
Change contact hours from 1.5 to 2
Change contact hours from 1.5 to 2
Maximum credit changed from 4 to 2
Change in instruction type
Change in title
Change in instr type, description and credit hours
Lab no longer required for BTC 563
Change title and credit hours
Change in credit hours
Change in description and credit hours
Course no longer needed
Change in description, remove variable credit
Change in title, description, and credit hours.
i
I
SMALL CLASSES
SPRING 2006
I
CD
SMALL CLASSES
SPRING 2006
DEFINITION OF SMALL CLASS UNDERGRADUATE CLASS:
ANY ORGANIZED CLASS WITH LESS THAN TEN STUDENTS UNLESS THE CLASS IS CROSS4JSTED WITH ANOTHER ORGANIZED CLASS AND THE COMBINED CLASSES EQUAL TEN OR MC
DEFINITION OF SMALL CLASS GRADUATE CLASS:
ANY ORGANIZED CLASS WITH LESS THAN FIVE STUDENTS UNLESS THE CLASS IS CROSS-LISTED WITH ANOTHER ORGANIZED CLASS AND THE COMBINED CLASSES EQUAL FIVE OR M
ANY ORGANIZED CLASS WITH BOTH GRADUATE AND UNDERGRADUATE STUDENTS WILL BE CONSIDERED SMALL UNLESS TEN STUDENTS ARE ENROLLED.
"SMALL CLASSES AS A % OF TOTAL HOURS 0.54%
HOURS I DAYS / TIME / BUILDING / ROOM / INSTRUCTION TYPE
TOTAL HOURS GENERATED IN SMALL CLASSES I 702 j M = Monday
T =Tuesday
W = Wednesday
R = Thursday
F = Friday
FACULTY JUSTIFICATION FOR TEACHING
UNDER-ENROLLED COURSE
TOTAL CREDIT HOURS SPRING '06
DUKSi I
4-
>
1
Appendix 4
Stephen F. Austin State University
PROPOSED COURSE FEES FOR FALL 2006
Appendix 4
Appendix 4
Stephen F. Austin State University
PROPOSED OTHER FEES FOR FALL 2006
STEPHEN F. AUSTIN STATE
TEACHERS COLLEGE
CALLED 36 1/4 ACRE TRACT
VOL 145, PAGE 553 OR
NACOGDOCHES COUNTY, TEXAS
Scale r W 60*
20' TEMPORARY CONSTRUCTION EASEMENT ^
''^''SANITARY SEWER EASEMENT - 0.1375 ACRE
4SV
ffi
i^6
Umits of Proposed
Sanitary Sewer Easement
Umits of Temporary
Construction Easement
pob\
ATHERWN, ROBERT B
LT 35 & 36, BLK 5 '
PjNECREST AOOmON
VOL 1738, PAGE 213 OPR
NACOGDOCHES COUNTY %<AS
Si. *<f
Notes:
I. Bearing orientation based on the City of Nacoadoches
Kionurnentation System.
Z thi^iat b°UndS descr'Ption of *<*n dote accompanies
Exhibit Map of Proposed 0.1375
Acre Sanitary Sewer Easement
Called 3S.2S Acres
Nacogdoches County, Texas.
Bar Win
CONSULTANTS .
ENGINEERS SURVEYORS
300 E. MAIN S0/TE 300
NACOGDOCHES, TEXAS 75961'
(936) 569-0668 FAX (936) 569-9465
SCALE: /'■= 60'
DATE: 08/O2/Q5
DRAWN: JM
CHECKED BY: W.B.C.
Scale r
STEPHEN F. AUSTIN STATE UNIVERSITY
CALLED 36,25 ACRES
UOL 14S PAGE 55J
D.R.N.Cr.
20' TEMPORARY CONSTRUCTION EASEMENT
20' TEMPORARY CONSTRUCTION EASEMENT
ATHERTON, ROBERT B.
LOT 21. BLK 5 PINECREST
VOL 1321 PAGE 140
O.P.R.N.C.T.
Limits of Proposed
Sanitary Sewer Easement
ZL/m/Ys o/" Temporary
Construction Easement
Notes:
1. Bearing orientation based on the City of Nacogdoches
Monumentation System.
2 A metes and bounds description of even date accompanies
this plat.
FNO CONC MON
Exhibit Map of Proposed 0.189t
Acre Sanitary Sewer Easement
Called 36.25 Acres
Nacogdoches County, Texas.
BarWm
CONSULTANTS
ENGINEERS SURVEYORS
300 E. MAIN SUITE 300
NACOGDOCHES. TEXAS 75961
(936) 569-0668 FAX (936) 569-9465
SCALE: ;"- 60'
DATE: 08/02/05
DRAWN: J.V,
CHECKED Bf: W.B.C.
t
Appendix 6
Policies for Board Review
April 13,2006
Appendix 6
Appendix 6
Appendix 6
Underenrolled Small-Size Classes A-46
Original Implementation: November 4, 1977
Last Revision: April 22, 2003 April 13, 2006
1. This policy applies to courses whose primary mode of instruction is lecture, laboratory,
or seminar.
2. Underenrolled Small-size classes are undergraduate classes with less than 10 registered
students and graduate classes with less than 5 registered students. Minimum enrollment
requirements for off-campus, face to face courses are addressed in Policy A-34: Off-
Campus Courses.
3. No underenrolled small-size classes shall be offered in any term except as authorized
by the Board of Regents of Stephen F. Austin State University.
4. Only underenrolled small-size classes that meet one or more of the following
requirements may be authorized to be taught:
a. A course required for graduation. (The course is not offered each semester or
term, and if cancelled may affect the date of graduation of those enrolled.)
b. A course required of majors in this field that should be completed in a given
semester (term) to keep proper sequence in courses.
c. A course in a newly established degree program, concentration, or support area.
d. Interdepartmental (cross-listed) courses taught as a single class by the same
faculty at the same station, provided that the combined courses do not constitute a
small class.
e. The first time offering of a course.
f. A course the class size of which is limited by accreditation or state licensing
standards.
g. A course the class size of which is limited by availability of laboratory or
clinical facilities.
h. A class voluntarily offered by a faculty member in excess of the institutional
teaching load requirement and for which the faculty member receives no
additional compensation.
5. A n underenrolleds>ma//-ty/ze class of the same course may not be offered in
consecutive semesters or summer terms.
P-l
Appendix 6
6. The University shall file with the Coordinating Board through its uniform reporting
system a small class report as required by state law or agency regulations.
Procedure:
1. Department Chair submits form to Dean requesting approval to offer underenrolled
small-size class(es).
2. Dean approves/disapproves request and forwards form to the Provost/Vice President
for Academic Affairs.
3. Provost/Vice President approves/disapproves and sends copies to the Dean and the
Registrar.
4. Provost/Vice President submits report of underenrollod small-size classes to the Board
of Regents for final approval.
Source of Authority: Texas Education Code, sec. 51.403 et seq.; Board of Regents;
President; Provost aad-/Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Provost aad-/Vice President for Academic Affairs
Forms: Underenrolled Small-size Class Request Form (below)
UNDERENROLLED SMALL-SIZE CLASS APPROVAL
To:
Associate Provost/Vice President for Academic Affairs
Through:
College Dean
From:
Department Chair
Date:
P-2
Appendix 6
P-3
Appendix 6
Hall 20 Guest Rooms B-l 1
Original Implementation: January 21, 1986
Last Revision: January 28, 2003April 13, 2006
The provisions of the policy on the Use of University Facilities govern the use of all
buildings, facilities, equipment, and grounds, hereafter referred to as facilities, under the
control of Stephen F. Austin State University. That policy provides that the University
may establish additional procedures for the reservation and use of specific facilities;
therefore, the following provisions apply to Hall 20 Guest Rooms.
Three guest rooms are available in Hall 20 for use by individuals who are engaged in
University-related business/activities which require overnight lodging, or individuals who
are invited to the University by the President as official guests. Requests from University
departments for use of these rooms for their guests will be approved/disapproved
according to the two criteria listed below.
1. The guest must be one for whom the University, the sponsoring department in
particular, would pay lodging expenses if the guest rooms did not exist. University
departments requesting use of the rooms should do so only when lodging is a normal,
reimbursable travel expense to the visitor. "Free lodging" should not be offered to
individuals who are providing a service/performance for the University for a specified fee
when travel expenses, in addition to the fee, were not a part of the contract or agreement.
2. The length of stay should not exceed three consecutive nights.
The guest rooms are located on the ground floor of Hall 20. Furnishings are hotel/motel
style; available rooms have either a king bed or twin beds. Guests have access to ice and
vending machines. Reserved parking is available in the small lot adjacent to Hall 20.
University staff provides daily custodial service.
Decisions regarding eligibility for use of these accommodations and reservations for the
guest rooms are made by the Housing Department, extension 63026601. Details and
responsibilities of the University department reserving guest rooms are given below.
1. The following information should be provided in a memo to the Housing Department,
from the originating department when calling to make a room reservation: 77ze department
requesting to reserve a room should complete the Guest Room Reservation (Hall 20)
form on the SFA Business Forms link on the SFA web site. The following information will
be needed:
•- name of University guest;
dates of stay;
P-4
Appendix 6
• name of University sponsor and the department responsible for the guest
(see 2 below);
• purpose of visit, i.e., job interview, performance, etc;
• name of the department who will be financially responsible for damages
and/or lost keys.
2. Each guest must have a University sponsor who serves as the contact person regarding
any change in arrival/departure or special needs. The sponsor is responsible for
communicating such information to the Housing Department, and for the pick-up and
return of room keys and the parking permit to the Housing Department.
3. Guests may check into Hall 20 after 3 p.m. and check out time is 1 p.m.77 a.m.
Source of Authority: Director of Housing
Cross Reference: None
Contact for Reference: Housing Department Administrative Assistant
Forms: None
P-5
Appendix 6
University Vehicles (Rental & 15-Passenger Vans) B-30
Original Implementation: June 1, 1984
Last Revision: January 15, 2002April 13, 2006
The provisions of the policy on the Use of University Facilities govern the use of all
buildings, facilities, equipment, and grounds, hereinafter referred to as facilities, under
the control of Stephen F. Austin State University. That policy provides that the
University may establish additional procedures for the reservation and use of specific
facilities; therefore, the following provisions apply to University vehicles.
I. Official Use:
University motor vehicles can only be used for the transaction of official University
business.
A. Reservations
1. Vehicles will be rented exclusively to individuals or organizations that
have funds budgeted by the University.
2. All vehicles, except road buses, are rented on a first-come, first-serve
basis. Reservations can be made by memo to the Physical Plant Grounds
and Transportation Department, P.O. Box 13031 SFA Station, by phone at
468-5107, or on the Physical Plant Web site. Reservations should be made
as far in advance as possible.
3. Persons for whom reservations are made must be on the Approved
Drivers List and be acting on behalf of, and within the responsibility of,
the university department that he/she is employed. Must have a minimum
of four passengers for vans, must have definite pick-up and return times,
and must have an approved University account.
4. Cancellations should be made as far in advance as possible.
Cancellations made less than 48 hours in advance will incur a $20.00 fee.
B. Procedure for Checking Out Vehicles
1. Vehicles can be picked up at the Physical Plant Grounds and
Transportation Department, located at Starr Avenue and University Drive,
between 7:00 a.m. and 4:00 p.m. Monday through Friday.
2. Special arrangements may be made for pick-up outside normal hours.
P-6
Appendix 6
3. When two or more users are renting the same vehicle over a weekend,
the users may be required to turn in and pick up vehicles at the University
Police Department.
4. Individuals picking up vehicles must present a Stephen F. Austin State
University Approved Driver Certificate and a valid driver's license.
5. Personnel in the Grounds and Transportation Department, will furnish
approved drivers with:
a. keys to vehicle
b. copy of vehicle charges and reservation form
c. credit card(s)
d. daily record of state-owned motor vehicle use (See Section E)
e. vehicle roadability report
f. insurance card
C. Passengers
1. Passengers in University vehicles will normally be University
employees or students traveling on University business.
2. Passengers who are not University employees or students may be
authorized to ride in University vehicles when their presence is consistent
with University business or functions.
3. University employees and students may have guest(s), spouse or
children accompany them while the University employee or student is
traveling on University business provided:
a. The guest does not interfere with the University business of the
trip or cause any additional expense to the University.
b. The department that sponsors the trip that the guest(s) are
attending must be advised in advance of the trip that non-
University passengers will be traveling in University vehicles.
c. If the guest is a minor child, the parent is responsible for the
child's actions and is responsible for ensuring the child follows all
safety policies and regulations including seat belts and child
restraints.
P-7
Appendix 6
d. The University bus fleet is not equipped with seat belts or child
restraints and safety of the child is the responsibility of the parent.
The University fleet bus driver should report behavior difficulties
to the parent and sponsoring department, and may impose future
restrictions on passenger privileges for those who have had
behavior problems.
e. Non-employee passengers will not be covered by University
insurance for medical treatment, unless there is legal liability,
which is covered by the general liability policy for University
motor vehicles. Personal claims against the driver of another
vehicle (non-University) for liability in any accident will be the
responsibility of the non-employee passenger or their parent.
Passengers should carry personal medical insurance coverage in
case of accident or emergency. The University does not assume
liability for any passenger, unless otherwise imposed under law.
University employees may be covered by Workers' Compensation
for injuries received on-the-job; otherwise, personal medical
insurance or applicable legal liability would apply.
D. Use of University Road Buses
The 46-passenger Eagle bus and 36-passenger Blue Bird bus provide
transportation for University departments and groups. The guidelines in this
section have been established to provide a fair and equitable manner for the
scheduling of the buses and to generate sufficient revenue to pay for their
operation and maintenance.
1. Authorized Trips. Only University groups and departments whose trips
have received prior approval from the department head and/or dean of
school may reserve the bus. A professional driver will be provided by the
Physical Plant Department. Each user must be accompanied by authorized
University personnel, who shall be responsible for all travel, schedules,
and arrangements. The use of the bus is limited to those destinations that
may be reached by hard surfaced roads.
2. Reservations. Application for the use of the University bus shall be
made to the Director of Physical Plant. No reservation may be reassigned
in whole or in part. The user may not delegate any control or responsibility
to any other party without prior written approval of the Director of
Physical Plant. Furthermore, reservations for one trip may not be used for
a different trip without the prior written approval of the Director of
Physical Plant.
P-8
Appendix 6
3. Priorities for Use
a. Use of University buses for athletic purposes will be given the
first priority.
b. Those departments having activities scheduled at least a year in
advance that require maximum utilization of the buses shall
receive second priority.
c. In other cases, the following shall be considered:
1) Advance Scheduling: Where feasible, the use of the
buses will be approved on a first-come, first-serve basis.
2) Distance: The distance to be traveled will be considered
in determining priority.
3) Number of Passengers: The number of passengers will
be considered in determining priority.
4) Purpose of Trip: In cases of simultaneous requests when
the number of passengers and distance are approximately
the same, the trip providing the most benefit to Stephen F.
Austin State University shall receive priority.
E. Record Keeping
Users of University vehicles are required to complete a written report on the use
of such vehicles, including a list of University personnel on the trip. Reports are
to be made daily, with a separate report required for each day. Required reports
are made on forms provided by the Grounds and Transportation Department when
checking out a vehicle.
F. Check-in
1. If returned after 7:00 a.m. or prior to 4:00 p.m. on weekdays, the vehicle
should be returned to the Grounds and Transportation Building. The
vehicle charges and reservation form, the daily record use of State Owned
Motor Vehicles form, keys, credit card(s), and gasoline receipts should be
given to Grounds and Transportation personnel.
2. If returned at some other time, the vehicle should be parked, the doors
should be locked and all the items mentioned above should be dropped
into the slot in the front door of the Grounds and Transportation Building
at Starr Avenue and University Drive.
P-9
Appendix 6
3. Individuals may lose the privilege of using University vehicles if the
vehicle(s) has been damaged during use, or if reports of vehicle use are
incomplete.
4. Purchases, other than fuel, made with University credit cards, are at the
driver's expense, subject to reimbursement. Reimbursement will be
approved when the Physical Plant is furnished purchase receipts. Receipts
must show vehicle license number, amount of purchase, and item(s)
purchased. Failure to properly present receipts will result in non
reimbursement.
5. Purchase of fuel. Fuel is furnished as part of the rental price of the
vehicle if purchased on credit cards furnished at the time of the rental.
Fuel purchased not using credit cards will be at the expense of the using
department. Reimbursement should be claimed on the travel voucher of
the individual being reimbursed.
G. Breakdowns and Accidents
1. Instructions for proper reporting and handling of accidents and
breakdowns are contained in the glove compartment of all University
vehicles.
2. In all cases in which a vehicle cannot be returned to the campus, one of
the following people should be contacted:
a. During working hours (7:00 a.m. to 4:00 p.m.)
Transportation Manager - 936/468-5107
Director, Physical Plant - 936/468-4341
b. After working hours: University Police - 936/468-2608
3. All major repairs must be arranged by the Manager of Transportation.
4. A driver involved in an accident must either report the accident to
University Police Department or to a local police agency and notify UPD
of having done so, or fill out Texas Department of Public Safety Form ST-
2 (blue form) within 24 hours and turn in to University Police upon return
to campus. UPD will:
a. Forward a copy of the accident report or the blue form to the
Safety DepartmentEnvironmental Health, Safety and Risk
Management Department -and,
b. Complete the blue form and forward it to the Texas Department
of Public Safety.
P-10
Appendix 6
5. Departments using fleet vehicles will be charged for damages as the
result of accidents or from abusive use.
6. The Environmental Health, Safety and Risk Management Safety
Department will contact the insurance adjuster, provide appropriate
information, and act as general liaison in the event of an accident.
7. The University's insurance covers a driver's liability if he/she is:
a. An approved University Driver.
b. Operating the vehicle in an official capacity.
H. Charges
Vehicle Capacity Charge per Mile
In addition to mileage charges, the following minimum charges for the
Road Buses will apply. There will be a minimum daily charge of $50.00
per day for local use and a minimum charge of $100.00 per day if the
driver is required to be away from home base overnight. If daily mileage
charges exceed $50.00 for local or $100.00 for away trips, the daily charge
will be waived. Also all expenses (meals and lodging) for the driver(s) are
the responsibility of the renting department.
I. Special Provisions
1. All drivers of buses must have a Class C-CDL license and submit to
DOT physicals and drug baseline and random testing.
2. All drivers must have a valid driver certificate issued by UPD.
3. All drivers of 15 passenger-type vans must be Certified Drivers with a
van endorsement.
4. Buses must carry at least 1/3 of their capacity.
5. Certain buses, due to mechanical condition, are restricted to use in a
150-mile radius.
P-ll
Appendix 6
6. Users of fleet vehicles who purchase gas, oil, and other products by
cash ticket or credit card must sign tickets, including license number of
vehicle and items purchased. Purchase of gas, oil, etc on other than
University credit cards furnished with the vehicle will be the responsibility
of the using department.
7. Drivers may be requested from the Physical Plant Department (PPD)
and, if available, will be furnished at a rate established annually by the
PPD. Drivers are normally paid on a portal-to-portal basis. Special
arrangements should be made for extended trips. There is a minimum
charge of two hours for any called driver.
8. No alcoholic beverages will be allowed in state vehicles.
9. No smoking will be allowed in any state vehicles.
J. 15 Passenger Van
1. All drivers of 15 passenger-type vans must be Certified Drivers with a van
endorsement.
2. All back seats are to be removed from all University owned 15 passenger
vans.
3. Passengers are limited to 11 without cargo/luggage or 9 with
cargo/luggage. All passengers must wear seat belts.
4. All cargo is prohibited on the roof. No roof racks may be installed.
5. Cargo inside the van must be stacked no higher than the top of the van
seats.
6. Vehicles rented from non University fleet must be limited to 11
passengers and follow the limitations specified for University vans.
a. All drivers of 15 passenger-type vans must be Certified Drivers
with a van endorsement if the vehicle is rented with University
funds.
b. Passengers are limited to 11 without cargo/luggage or 9 with
cargo/luggage regardless of the capacity. All passengers must wear
seat belts.
c. All cargo is prohibited on the roof. No roof racks may be installed.
d. Cargo inside the van must be stacked no higher than the top of the
van seats.
K. The University will no longer purchase 15 passenger vans.
Source of Authority: Board of Regents, President, Vice President for Business
AffoxrsFinance and Administration
P-12
Appendix 6
Cross Reference: None
Contact for Revision: Director of Physical Plant, Director ofSafetyEnvironmental
Health, Safety and Risk Management
Forms: None
P-13
Appendix 6
Departmental Accounting Responsibilities C-l 1
Original Implementation: September 1, 1987
Last Revision: January 28, 2003 April 13, 2006
It is the responsibility of each department head to exercise budgetary control over and
account for the funds and property of his/her department. For that reason all accounts are
assigned to an Account Manager. It is the responsibility of each Account Manager to
maintain records of sales and other revenues, expenditures and encumbrances including
salaries and wages, and other charges which support and supplement the Controller's
Office's records.
It is the Account Manager's responsibility to ensure that each account under his/her
control does not exceed budget limitations. In accounts where both revenues and
expenditures are projected (i.e. Designated Fund, Restricted Fund and Plant Fund
accounts), if actual revenues do not meet budgeted revenues, it is the Account Manager's
responsibility to reduce expenditures accordingly. All deficits are to be thoroughly
investigated and resolved in a timely manner.
Complete and accurate records of financial transactions are to be maintained by the
Controller's Office and made available to Account Managers who are responsible for
comparing their records with those of the Controller's Office and reporting any
differences promptly to the Controller's Office. The original approved budgets and all
authorized budget revisions for non-Restricted accounts are maintained by the Director of
Financial Services. The original approved budgets and all authorized budget revisions
for restricted grants and contracts and gift accounts are maintained by the Controller's
Office. Budget revisions for non-Restricted accounts under the Account Manager's
control can be initiated with the Budget Change and Additional Appropriation Form.
Account access designations can be made on the Administrative Account Request form.
Each Account Manager may designate one or more additional individuals in the
department to approve vouchers, requisitions, and similar documents in his/her absence.
The Purchasing Department, the Controller's Office, Printing Services, Post Office,
Physical Plant and the U.C. Bookstore Information Technology Services
(Telecommunications and Networking) and other offices initiating billing charges
through interdepartmental transfers must be informed of these designations. These
designations shall which shall be periodically reviewed and updated.
Source of Authority: Vice President for Business AffairsFmaflce and Administration
P-14
Appendix 6
Cross Reference: NoneC-4 Budget Change and Additional Appropriation, C-19
Interdepartmental Transfer (IDT)
Contact for Revision: Vice President for Business AffairsFinance and Administration,
Controller
Forms: Budget Change and Additional Appropriation Form (available from University
Printing Sendees and at http://www.uis.SFASU.EDU/sfa forms/budget chg.htmlx.
https .//apache, sfasu. edu/sfa forms/budget_chg. shtmh Administrative Account Request
(available at https://apache, sfasu. edu/sfa Jorms/adminaccountjeq. shtml)
P-15
Appendix 6
Food Purchases C-13
Original Implementation: April 13, 1988
Last Revision: January 28, 2003 April 13, 2006
With the exception of food supplies purchased for travel, educational research or
laboratory purposes, the only fUnds which may be expended for food and/or beverage
purchases shall be from Auxiliary, Designated, or Restricted Accounts.
♦-1. Expenditure of these funds for such purposes must serve a legitimate
public purpose or must further the educational function of the University.
2. Restricted funds may be used when the restrictions of the account include an
authorization to purchase these items.//allowed by the donor or granting
agency.
Payments for food purchases can be made on a University Procurement Card, (ProCard)
or with a Purchase Requisition. The ProCard receipt/ProCard transaction detail
summary or Tbethe Purchase Requisition/Payment Voucher must indicate the time and
place of the function and must identify the direct beneficiaries of the function. The
Purchase Requisition/Payment Voucher must be approved by appropriate administrative
personnel.
State funds and funds under the control of the Intercollegiate Athletic Office may not be
used to purchase alcoholic beverages. Purchase of alcoholic beverages must be approved
in advance by the appropriate vice president-
The following statement must be typed on the Purchase Requisition/Payment Voucher or
ProCard transaction detail summary -and must be certified as true and correct by the
account manager.
♦-"I hereby certify under penalty of law that the expenditure of funds for the
purchase of food and beverage is necessary for the completion of the functions of
this department, qualifies as a legitimate public purpose, or that the educational
function of the University is well served thereby."
State funds and funds under the control of the Intercollegiate Athletic Office may not bo
used to purchase alcoholic beverages.
An original itemized receipt from the restaurant or vendor must be forwarded to the
Accounts Payable Department before payment can be made to a vendor or to an
individual seeking reimbursement. Credit card receipts without an itemized receipt from
the restaurant or vendor will not be reimbursed.
P-16
Appendix 6
Source of Authority: State of Texas Purchase Policies and Procedures Guide, Board of
Regents, President, Vice President for Finance and Administration
Cross Reference: General Appropriations Act, 73rd LegislaturoPfl/zcy C-30, Purchase
Requisition; Policy C-44, Procurement Card
Contact for Revision: PresidentCoflfro//er, Director of Purchasing and Inventory
Forms: None
P-17
Appendix 6
Historically Underutilized Businesses C-16.5
Original Implementation: August 2, 1994
Last Revision: February 4, 2004April 13, 2006
MISSION
The mission of the Stephen F. Austin State University Historically Underutilized
Business (HUB) program is to insure that all vendors, including Historically
Underutilized Businesses, receive full and equal opportunity to participate in contracting
opportunities by encouraging the use of HUBs through race-, ethnic-, and gender-neutral
policies.
COMMITMENT
In accordance with Texas Government Code, Title 10, Subtitle D, Chapter 2161, and 1
Texas Administrative Code section £111.11 - through 111.28, Stephen F. Austin State
University will make a good faith effort to utilize Historically Underutilized Businesses
(HUBs) in contracts for construction, services, including professional and consulting
services, and commodities contracts. The University is committed to making a good faith
effort to increase business with HUBs by setting goals that recognize both underutilized
and overutilized businesses identified in the State of Texas Disparity Study.
Heavy Construction other than building contracts
Underutilized Goals - 6.6% (BL, HI, AS, AI)
Overutilized Goals - 5.3% (WO)
Building Construction including general contractors and operative builders contracts
Underutilized Goals - 25.1% (BL, HI, WO)
Overutilized Goals - 1.0% (AS, AI)
Special Trade construction contracts
Underutilized Goals - 47.0% (BL, HI)
Overutilized Goals - 10.2% (AS, AI, WO)
Professional Services Contracts
Underutilized Goals - 18.1% (BL, HI, WO)
Overutilized Goals - 1.9% (AS, AI)
Other Services contracts
Underutilized Goals - 33.0% (BL, HI, AS, AI, WO)
Overutilized Goals - None
Commodities contracts
Underutilized Goals - 11.5% (BL, HI, WO)
Overutilized Goals - 1.1% (AS, AI)
AI-American Indian; AS-Asian American; BL-Black American; HI-Hispanic American; WO-Woman
ADMINISTRATION
The Director of Purchasing and Inventory shall serve as the official HUB Coordinator,
executing all responsibilities associated with the position, and ensuring full participation
P-18
Appendix 6
in the HUB program by the Purchasing Department and that purchasing policies are
written to ensure HUBs have maximum opportunity to participate in all procurement
opportunities.
GOALS
In development of a HUB plan in accordance with Texas Government Code, Chapter
2161.123, the University has established the following goals and specific programs.
Goal #1
The University will ensure that best value procurement policies regarding
solicitations are written to meet or exceed the State's HUB solicitation requirements.
A. Solicitations over $5,000, but less than $25,000 will include a minimum o/at least
three informal solicitations, with no less than 50% being including half from certified
HUB's vendors.
B. Solicitations over $25,000 will include a minimum of at least five formal solicitations,
with no less than 50% being including half from certified HUB's vendors.
C. Formal solicitations will be posted to the Purchasing Department web site.
D. Solicitations exceeding $25,000 will be posted to the Texas Marketplace.
E. Solicitations $100,000 and greater will require a HUB Subcontracting Plan (HSP) to
be submitted as required by 1 TAC Section 111.14. See Goal #3.
F. Solicitations $50,000 to $100,000 will be reviewed for subcontracting opportunities,
and if appropriate, the solicitation will require a HUB Subcontracting Plan (HSP) to be
submitted in accordance with the TBPC HUB Subcontracting Plan requirements.
¥G. Opportunities for subcontractors will be posted on the SFA Purchasing web-site and
on the Texas Marketplace, as required by prime contractor contractswhen appropriate
upon request by the construction manager, architect, engineer, etc.
Goal #2
The University will pursue various forms of outreach to identify certified and non-certified
HUB vendors and non-certified minority and women-owned businesses with
which to develop a business relationship. VendorsNon-certified minority and women-owned
businesses will be advised of and/or assisted with the State's certification
process.
P-19
Appendix 6
A. The University Purchasing Department will host a vendor fair at which vendors across
the state will be invited to participate. Vendors will be provided with information
regarding how to do business with the University, as well as information about the HUB
certification process, and other state rules and guidelines. The University campus, other
state agencies, ISD's, and city and county governments will be invited to attend. HUB
vendors will be clearly identified on their company label and in the program. Other state
agencies will be invited to co-host and attend.
B. The HUB Coordinator and/or Purchasing Department buyers will attend and
participate in economic opportunity forums in the Houston, Dallas and Austin
Metroplexes and East Texas. HUB vendor information from these forums will be
disseminated to all Purchasing Department buyers as well as targeted end users.
C. The University Purchasing Department will utilize the HUB directory provided by
TBPC on-line when selecting soliciting potential suppliers and subcontractors for
commodities, services, and construction contracts.
D. The HUB Coordinator will work with the local chamber and other minority chambers
and/or business organizations to present upon request a seminar on how to do business
with the University. The seminar will include the University's HUB program and
information about the HUB certification process.
E. The University Purchasing Department will send a mail piece to all new Texas
vendors added to the University's vendor database advising them of the State's HUB
certification process.
F. The University will host at least four (4) HUB vendors per year at a eae-HUB
iorum(s) at which the HUB vendor(s) will be per year in which a HUB vendor is invited
to present their business to appropriate procurement personnel from the Purchasing
Office as well as end users with delegated purchasing authority. When appropriate,
contracted construction managers or architect/engineers will be invited to attend.
G. The University will work with prime contractors assisting them in identifying HUBs,
providing lists of potential subcontractors from the TBPC Centralized Master Bidder's
Lists, and posting subcontracting opportunities on the SFA web-site.
Goal #3
Stephen F. Austin State University will seek to contract with HUBs indirectly
through subcontracting opportunities in accordance with Texas Government Code,
Chapter 2161, Subchapter F and Commission HUB Rules, 1 TAC Section 111.14.
A. Solicitations $100,000 or greater will include the TBPC HUB Subcontracting Plan
(HSP) requirements as developed by the HUB Coordinator. Respondents will be required
P-20
Appendix 6
to submit a HUB Subcontracting Plan (HSP) as required by the solicitation documents in
order for the response to receive consideration.
B. Cooperative and emergency procurements completed without a solicitation and valued
at $100,000 or greater will include HUB Subcontracting Plan (HSP)
requirements. Contractors will be forwarded information about the University's mentor
protege program at the time of award of construction contracts.
C. Contractors will be provided information about the University's mentor-protege
program atpre-bid conferences and/or at the time of award of contracts valued at
$100,000 or greater. The University HUB Subcontracting requirements allow bidders to
use a subcontractor with whom they are engaged in a registered mentor protege
agreement in lieu of soliciting other HUB subcontractors.
D. Contractors will be advised that the Purchasing office will post subcontracting
opportunities on the SFA Purchasing web site and the Texas Marketplace upon
request. Construction contracts will require the Prime Contractor to provide
subcontractor bid opportunities to the HUB Coordinator for posting on the SFA
Purchasing web-site and on the Texas Marketplace.
Goal #4
The University will establish educational training for personnel making
procurement decisions to assure compliance with stated objectives.
A. The University Purchasing Department will publish a newsletter from time to time
including HUB information.
&A. The University Purchasing Department will conduct training seminars for all campus
departments advising them of all current purchasing policies and procedures, including
HUB good faith effort requirements.
GB. ProCard training will include an emphasis on the need to make small purchases from
HUBs.
DC. The Purchasing Department will use the TBPC listing to provide maintain a web site
providing HUB resources for SFA departments.
Goal #5
The University will gather HUB data to comply with state reporting requirements.
A. Semi-annual and annual report data will be submitted within the timeframe and in the
format required by TBPC.
P-21
Appendix 6
B. Semi-annual and annual reports will be scrutinized closely for correct vendor number
data.
C. HUB Subcontracting information will be compiled on a monthly basis and reported
semi-annually and annually.
D. Monthly HUB reports will be submitted to the President of the University providing
HUB expenditure data for each vice presidential division and including individual
department contributions to the University's overall HUB percentage.
Goal #6
The University will maintain a program to foster long-term relationships between
leaders of mature established companies and emerging minority and women owned
companies (that are HUB certified or eligible to be HUB certified) in order for the
latter to benefit from the knowledge and experience of the established firm.
A. The University offers a Mentor-Protege program patterned after the TBPC program
and in accordance with Government Code 2161.065.
B. The University will sign Memorandums of Understanding with organizations such as
SCORE and the Angelina Procurement Assistance Center to assist in developing the
mentor-protege agreement and analyzing the protege's business plan.
C. The University's Mentor-Protege program will be advertised at all HUB Economic
Opportunity Forums attended.
D. Vendors with whom expenditures of $100,000 or more are recorded annually will
receive an annual mailing with information about the University's mentor-protege
program requesting that they consider participating.
Source of Authority: Board of Regents, President, Vice President for Finance and
AdministrationBusiness Affairs
Cross Reference: Texas Government Code, Title 10, Subtitle D, Chapter 2161; and
Texas Administrative Code, sections 111.11 through 111.28, Policy C-7 Best Value
Procurement
Contact for Revision: Director of Purchasing and Inventory/HUB Coordinator
Forms: None
P-22
Appendix 6
Purchasing Ethics and Confidentiality C-33
Original Implementation: Unpublished
Last Revision: January 19* April 13, 2006
Credibility and public confidence are vital throughout the purchasing and contracting
process. If any involved party displays a lack of honesty, integrity or openness, the entire
program is injured. Even the shadow of doubt can be as harmful as the conduct itself.
Any SFA employee involved in any form of procurement or the procurement process
may not:
• participate in work on a contract by taking action as an employee through decision,
approval, disapproval, recommendation, giving advice, investigation or similar action
knowing that the employee, or member of their immediate family has an actual or
potential financial interest in the contract, including prospective employment;
• solicit or accept gifts or gratuities which might tend to influence purchasing decisions;
• be employed by, or agree to work for, a vendor or potential vendor;
• knowingly disclose confidential information for actual or anticipated personal gain, or
for the actual or anticipated gain of another person.
When an actual or potential violation of any of these standards is discovered, the person
involved shall promptly file a written statement concerning the matter with an appropriate
supervisor. The person may also request written instructions and disposition of the
matter.
Written disclosure must be signed by the President for any contract of $1 million or more
in value. All such written disclosures will be retained in the Purchasing Office.
Reference Ethics Policy E 56 for specific information regarding the disclosure.
If an actual violation occurs or is not disclosed and remedied, the employee involved may
be either reprimanded, suspended, or dismissed. The vendor or potential vendor may be
barred from receiving future contracts and/or have an existing contract canceled.
If not related to a particular transaction, University employees may accept from vendors
and others: (1) unsolicited advertising or promotional material such as pens, pencils,
scratch pads, and calendars; (2) occasional business lunches or food and refreshments of
insignificant value; and (3) other items of nominal or minor value (i.e., a box of candy or
fruitcake, etc.) that are merely tokens of appreciation. Refer to Ethics Policy E-56 for the
statutory definition of a "benefit."
P-23
Appendix 6
Written disclosure must be signed by the President for any contract of$l million or more
in value. All such written disclosures will be retained in the Purchasing Office.
Reference Ethics Policy E-56for specific information regarding the disclosure.
Specific disclosure is required for Consultant Contracts by any officer or employee with
a financial interest or an individual related to the officer or employee with a financial
interest. Reference Professional and Consultant Services Policy C-45 for specific
information regarding the disclosure.
Purchasing professionals have the right under law to have any ethics question reviewed
and decided by the State Ethics Commission. If you wish to learn whether a specific
action violates the ethics rules, please contact the State Ethics Commission, 1101 Camino
La Costa, Austin, Texas 78752 or call them at 1-800-325-8506.
Source of Authority: Vice President for Finance and Administration, Texas Government
Code 2262.004, Texas Government Code 2254.032
Cross Reference: Ethics Policy E-56, Professional and Consultant Services Policy C-45
Contact for Revision: Director of Purchasing and Inventory
Forms: None
P-24
Appendix 6
Professional and Consultant Services C-45
Original Implementation: October 26, 1999
Last Revision: October 23, 2003April 13, 2006
Before entering into a Professional or Consultant Services contract, the department must
determine whether the individual should be hired as an independent contractor through
the procedures outlined herein or as an employee through the PAR process. To make this
determination, refer to the IRS 20-Question test
(http://www. taxprophet. com/apps/active2/indep-mm.
/?rm/\v\\r\v.myplanet.net/rstrate/NSN_IRS_20_Questions.html).
DEFINITIONS
"Professional Services" means those services within the scope of the practice of:
1) accounting
2) architecture
3) landscape architecture
4) land surveying
5) medicine
6) optometry
7) professional engineering
8) real estate appraising
9) professional nursing
or those services provided in connection with the professional employment or practice of
a person who is licensed or registered as
1) a certified public accountant
2) an architect
3) a landscape architect
4) a land surveyor
P-25
Appendix 6
5) a physician, including a surgeon
6) an optometrist
7) a professional engineer
8) a state certified or state licensed real estate appraiser
9) a registered nurse
Based on State Comptroller object codes and associated reporting requirements, the
following types of services are also categorized as professional services and will be
processed under the same rules and guidelines defined herein:
1) guest artists
2) guest entertainers
3) guest lecturers
4) guest musicians
5) guest performers
6) guest speakers
7) other professional services
"Consulting Services" means the service of studying or advising a state agency under a
contract that does not involve the traditional relationship of employer and employee.
A consultant may be used only if there is a substantial need for the consulting services
and only if the agency cannot adequately perform the services with its own personnel or
obtain the consulting services through a contract with a state governmental entity.
"Major Consulting Services Contract" means a consulting services contract for which
it is reasonably foreseeable that the value of the contract will equal or exceed $25,000.
NOTE that the $25,000 threshold is not a one-time cost, but rather a cumulative amount
for on-going consulting services.
"Consultant" means a person that provides or proposes to provide a consulting service.
The term includes a political subdivision but does not include the federal government, a
state agency, or a state governmental entity.
SELECTION OF A PROVIDER
P-26
Appendix 6
A "Professional Service" provider is not to be selected on the basis of competitive bid but
rather 1) on the basis of demonstrated competence and qualifications to perform the
services; and 2) for a fair and reasonable price, as long as professional fees are consistent
with and not higher than the recommended practices and fees published by the various
applicable professional associations and do not exceed the maximum provided by law.
Architectural, engineering, or land surveying services must be procured in the following
manner in accordance with Government Code 2254.
1) Select the most highly qualified provider based on demonstrated competence and
qualifications;
2) Attempt to negotiate a contract with the selected provider at a fair and reasonable
price;
3) If a satisfactory contract cannot be negotiated with the most highly qualified provider,
formally end negotiations with that provider; select the next most highly qualified
provider; and attempt to negotiate a contract at a fair and reasonable price. The selection
process for architectural, engineering, or land surveying services shall continue in this
manner until a contract is accepted by all parties.
A "Consulting Service" provider is to be selected based on demonstrated competence,
knowledge, and qualifications and on the reasonableness of the proposed fee for the
services. If other considerations are equal, preference shall be given to a consultant
whose principal place of business is in the state or who will manage the consulting
contract wholly from an office in the state.
If competitive soliciations bidding will enhance the selection process for either
professional or consulting services, contact the Purchasing Director to discuss options for
making informal price comparisons or preparing a formal Request For Proposal.
Major Consultant Contracts $25,000 or greater must be submitted to the Legislative
Budget Board and the Governor's Budget and Planning Office, and must be submitted to
the secretary of state for publication in the Texas Register for a minimum of 30 days. The
published invitation must include a finding by the President that the consulting services
are necessary and an explanation of that finding. The General Counsel's office must be
contacted to process this paperwork.
Professional or Consulting Service solicitations $25,000 or greater must be posted on the
State Business Daily (Marketplace) up to 21 days prior to the date of service.
Professional or Consulting Services $50,000 or greater must be approved by the Board of
Regents. (Items Requiring Board of Regents Approval, Policy D20.5)
CONFLICTS OF INTEREST REGARDING CONSULTANTS
P-27
Appendix 6
Upon submittal of an offer by a private consultant to provide consulting services to SFA,
any officer or employee shall report to the President within 10 days of receipt of the
offer: 1) any financial interest that the officer or employee has in the private consultant,
or 2) any financial interest in the private consultant of anyone related to the officer or
employee within the second degree by consanguinity or affinity as determined under
Chapter 573. Reference Government Code 2254.032 and Ethics Policy E-56.
RESTRICTIONS ON HIRING PREVIOUS OR RETIRED EMPLOYEES
1. HIRING A PAST EMPLOYEE AS A PROFESSIONAL OR CONSULTANT
State Funds - strictly prohibited within 12 months of the employee's separation date
Local Funds - allowed within 12 months of the employee's separation date ONLY with
Presidential approval and ONLY with discretionary funds; the purchase process will
follow that outlined in 'Procedures For Securing Professional Or Consultant Services'.
2. HIRING A RETIREE AS A PROFESSIONAL OR CONSULTANT
State Funds - strictly prohibited within 12 months of the employee's separation date
Local Funds - allowed within 12 months of the employee's separation date ONLY with
Presidential approval and ONLY with discretionary funds; the purchase process will
follow that described below.
3. HIRING A PAST EMPLOYEE/RETIREE AS A CONSULTANT
If a past employee or retiree is hired within 2 years of leaving SFA or any other state
agency, the consultant must disclose in his/her offer or contract the following
information: a) nature of employment at the agency; b) the date employment was
terminated; c) the annual rate of compensation at termination. This requirement does not
apply to professional services.
4. HIRING A COMPANY EMPLOYING A PAST OR RETIRED EMPLOYEE AS
A PROFESSIONAL OR CONSULTANT
Any Funds - allowed only if the past or retired employee does not work on a project that
was similar to his/her duties while employed by SFA within the first 12 months of
leaving.
5. HIRING AN EXECUTIVE DIRECTOR OF ANY STATE AGENCY FOR ANY
CONTRACT
Any Funds - Restrictions apply to contract for professional or consultant services with a)
the executive director of the state agency; b) a person who at any time during the four
P-28
Appendix 6
years before the date of the contract was the executive director of the state agency; c) a
person who employs a current or former executive director of a state agency.
(Government Code 669.003)
PROCEDURES FOR SECURING PROFESSIONAL OR CONSULTANT
SERVICES
1) Determine if the need is that of a professional or a consultant service. Contact the
Purchasing Director or Office of the General Counsel if assistance is needed in making
this determination.
2) Determine if the selection of a professional or consulting service provider would be
enhanced by informal price or qualifications comparisons or a formal Request For
Proposal or Request for qualifications process. Contact the Purchasing Director to discuss
options.
3) Once the need is identified, enter the requisition. Amounts may be estimated. If the
vendor will perform essentially the same service on multiple dates, only one requisition is
to be entered with separate lines for each date.
4) If the contract is a "Major Consultant Contract", the department must complete a
Major Consulting Contract Request form at least 60 days prior to the need for service.
The form is to be forwarded to the Office of the General Counsel to facilitate the finding
and posting requirements stated above under 'Selection Of A Provider'.
5) Negotiate a contract, either directly or through Purchasing. All applicable rules
associated with the amounts specified in 'Selection of A Provider' must be followed.
6) Agreements for expense reimbursement only do not require execution of a formal
contract. Other professional or consultant agreements require a formal contract be
reviewed by the Office of the General Counsel and signed by the President.
7) The department may draw up a contract using samples provided by General Counsel
(www.sfasu.edu/gencounsel/howtos2.htm) or Purchasing may complete the contract. The
contract may be complex or very simple depending on the nature of the services to be
provided and must clearly define:
a. The responsibilities of each party, in clear detail
b. The period of time the contract is to be in effect
c. The amount of payment
d. The terms of payment
P-29
Appendix 6
e. The contractor's federal identification or social security number for payment
processing; to secure this information, the department should have the Contractor
complete a W9 form. The form can be obtained from the Controller's Office
8) The contract must be reviewed by SFA General Counsel and signed by the President
or other administrator with written delegated contracting authority.
9) The completed contract with signatures of all parties must be forwarded to Purchasing
for completion of the Purchase Order.
10) The receiving entry must be made in the FRS system. Payment will be made through
normal Accounts Payable procedures. To insure inclusion in a particular Thursday's
check run, the department should have payment information to Accounts Payable by the
previous Friday.
11) The consultant's report, if applicable, must be on file in Accounts Payable before
payment will be made.
Source of Authority: Texas Government Code Title 10, Subtitle F, Section 2254; Texas
Government Code Title 10, Subtitle F, Section 2252.901; Texas Government Code Title
6, Section 669.003; Vice President for Business Affairs
Cross Reference: No&eEthics Policy E-56, Purchasing Ethics and Confidentiality Policy
C-33
Contact for Revision: Director of Purchasing and Inventory
Forms: Sample forms/clauses available on General Counsel's web page,
www.sfasu.edu/gencounsel/howtos2.htm
P-30
Appendix 6
Loudspeakers Use of Amplified Sound on Campus Grounds D-21
Original Implementation: September 17, 1982
Last Revision: April 30, 2002April 13, 2006
Application to use loudspealcers amplified sound on campus shall be made to the Office
of Student Affairs Activities at least 24 hours in advance of the proposed use. Ordinarily,
electronic amplified sound equipment loudspealcers may not be used outside on campus if
such use would be disruptive.
This rule does not apply to the University and its agents, servants, or employees, acting in
the course and scope of their agency or employment; nor does it apply to the Stephen F.
Austin State University Alumni Association or the Stephen F. Austin State University
Foundation.
SOURCE OF AUTHORITY: Vice President for University Affairs
CROSS REFERENCE: SFA Web pages
CONTACT FOR REVISION: Executive Director of Student Affairs
FORMS: Reservation for Campus Grounds
P-31
Appendix 6
Parking and Traffic Regulations D-24
Original Implementation: September 1, 1961
Last Revision: April 28, 2005April 13, 2006
General Information
1. These regulations are approved by the Board of Regents of Stephen F. Austin State
University.
2. The University Police Department has the responsibility and the legal authority for the
enforcement of the traffic and parking regulations listed in this booklet.
3. The University considers the use of a vehicle on campus a convenience and is not
obligated to furnish unlimited parking space to accommodate all vehicles. The University
will, however, attempt to provide a reasonable number of parking spaces in keeping with
available resources.
4. Every person operating a motor vehicle on University property is held responsible for
obeying all University traffic and parking regulations as well as all city and state parking
and traffic regulations. All vehicles operated on the University property must display
a valid parking permit 24 hours a day 365 days a year.
5. The term "University property" is interpreted to include all properties under the control
and jurisdiction of the Board of Regents of Stephen F. Austin State University.
6. The term "visitor" is interpreted to mean an individual with no official connections
with Stephen F. Austin State University as either a student, faculty, or staff member, or
employee of private contractors assigned to Stephen F. Austin State University.
7. Visitor parking is set aside for special interest areas of the University. These spaces
may not be utilized by University personnel, students, or employees of private
contractors assigned to Stephen F. Austin State University. These spaces are reserved
for bonafide visitors to the University. Visitors should obtain a visitor parking permit
from the University Police Department or Information Booth on Vista Drive. Visitors are
required to show a valid Driver's License to obtain a visitors permit.
8. Handicapped parking is provided in all parking lots on campus. These spaces are
reserved 24 hours a day, seven (7) days a week for the holders of handicapped
parking permits. A current SFA parking permit is also required.
9. The University Police Department offers escort service upon request between dusk and
dawn to individuals requiring transportation to and from residence halls, academic
P-32
Appendix 6
buildings, and/or vehicles. To receive an escort, request in person at the University Police
Department, or by telephone at 468-2608. The University Police Department also
provides escort 24 hours a day to local hospitals for emergencies where an ambulance
with immediate medical care is not needed. For further information on the escort service,
call the University Police Department at 468-2608.
10. If a vehicle becomes temporarily disabled and cannot be parked in its assigned area, it
must be reported to the University Police Department. The fact that the vehicle is
temporarily disabled will be recorded and an officer will either render assistance or
authorize temporary parking. Temporary parking will only be authorized for 24 hours or
less. If parking for a longer period is necessary it must be renewed at 24 hour intervals.
Temporary parking will not be authorized in areas that are not parking spaces (tow away
or no parking zones, etc.) or in Handicap Parking.
11. A permit may not be purchased for display on a disabled vehicle. For these purposes,
a disabled vehicle is a vehicle that has been disabled for more than three weeks.
12. Services such as jump starts and unlocking vehicles are offered by the University
Police Department as time permits. The University Police Department does not change
flats, push cars or perform any major automotive service.
Vehicle Registration
1. All faculty, staff, students (full or part-time), or employees of private contractors or
other government agencies assigned to Stephen F. Austin State University, who operate a
vehicle on University property, regularly or occasionally, are REQUIRED to obtain a
parking permit. In order to purchase a Faculty/Staff permit after September of the
Academic year, the Faculty/Staff member must first go to the Business Office located on
the second floor of the Austin Building and pay for the permit. After payment is made,
bring the receipt to the Permits Office at the University Police Department and a
Faculty/Staff permit will be issued. Vehicles may be registered at the University Police
Department 24 hours a day.
2. The registration of all vehicles parked on campus is required, but registration in itself
is no guarantee of a parking space near the place where one works, resides or attends
classes. The responsibility of finding a LEGAL parking space rests with the vehicle
operator and lack of space is not a valid excuse for violations of any parking regulations.
3. A permit must be obtained for each academic year or portion thereof.
4. Permits for the current academic year may be obtained at any time during the academic
year. Persons may obtain permits for the next academic year beginning August 1 for
faculty, staff, and employees of private contractors assigned to campus and August 20 for
students.
P-33
Appendix 6
5. A permit must be displayed on the vehicle no later than the first University business
day that the vehicle is brought on campus.
6. The permit must be displayed as designated by the University Police Department. Only
the permit for the current academic year should be displayed.
7. Vehicles owned by students may not normally be registered in the name of a faculty or
staff member.
8. Faculty, staff, or employees of private contractors or other government agencies
assigned to Stephen F. Austin State University changing permit status or students
changing permit status or vehicles must obtain a new permit no later than the first
University business day after the change takes place. If an identifying portion of the
original permit is presented at the time of replacement, replacement permits will be
issued for $8.00each. Otherwise the regular fee will be charged, A vehicle should not be
sold with the parking permit still displayed.
9. Should a parking permit become mutilated or obliterated in any way, a new permit
must be obtained from the University Police Department. When the remnants of the old
permit are presented, a replacement will be issued for $8.00.
10. The permit holder is held responsible for all violations. A citation is not excused on
the plea that another person was driving the vehicle.
11. Fees for vehicle registration:
• a. Faculty, Staff, or Other Government Agencies
The cost of the Faculty/Staff permit can be purchased by paying
100% pf the cost at the Business Office located on the 2nd floor of the
Austin Building or by paying a percentage per month through payroll
deduction in association with the employee's contract or regular job
assignment if less than 12 months. Only Faculty/Staff Permits can be
purchased through payroll deduction.
P-34
Appendix 6
b. Campus Resident Parking
(l)Full First Vehicle $48
Year
Second Vehicle $32
(2) After First Vehicle $32
Jan. 1
Second Vehicle $24
(3) Summer $16
• c. Commuters (Off Campus Residents) and Motorcycles
(l)Full $32
Year
(2) After $24
Jan. 1
(3) Summer $16
• f. Employees of Private Contractors
$48 per vehicle per semester (Fall, Spring, and Summer)
(The Summer semester will incorporate both Summer I and Summer II
sessions)
g.Occupied Recreational Vehicle
(1) After four Per Night $32
days
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Appendix 6
12. -Student Center Parking Garage Fees
The use of the Student Center Parking Garage is deemed Pay-Per-Use 24 hours a day,
7 days a week Persons parking in the Student Center Parking Garage must swipe either
a credit card, debit card, Jacks Buck card, or apre-paid card obtained from the
University Police Department in order to gain entrance to the garage. Upon exiting the
garage, the person must then swipe the same card (used to enter)&s- was swiped to enter
in order to exit. The person's credit card, debit card, Jacks Bucks card, or pre-paid
card will then be charged the appropriate amount for the time parked in the garage. The
following is the fee schedule for use of the Student Center Parking Garage:
A. Any University department hosting an event on campus may request
parking for the Student Center Garage. It will be the individual
department's responsibility to notify the University Police Department
with a reasonable amount of time or within 48 hours of the event (See
University Police F-5 Building Security/Special Events) with the number
of permits/passes needed for the event. Passes for the Student Center
Parking Garage will not be issued without a minimum of 48 hours notice.
This is to allow for the parking arraignmentsarrangements to be made to
accommodate the visitors to our campus. The fee for a department to
utilize the parking garage for an event is $8 per day for the firs tup to 9
passes, or $6 per day if 10 or more are purchased. The amount will be
charged to the requesting department via Inter-Departmental Transfers
(IDT's).
B. Any Faculty/Staff member or sStudent wishing to purchase a Contractual
Space in the Student Center Parking Garage may do so for $200.00 per
semester (Summer I and Summer II are combined for a contractual space).
Persons purchasing a contractual space must also purchase a valid
parking permit. Contractual Spaces will not be reserved on any of the
levels in the parking garage for these spaces.
C. Any person wishing to purchase a pre-paid Pay-Per- Use card may do so
by contacting the University Police Department. Pay-Per-Use cards will
credited with a pre-paid amount and will decrease in value with each use
(I e. debit card). Persons wishing to purchase a Pay-Per- Use card will be
required to make a payment to the Business Office, located on the 2nd floor
P-36
Appendix 6
of the Austin Building, or by signing an agreement for the amount to be
placed on the student *s bill
D. Any person wishing to park a motorcycle in the the Student Center
Parking garage will be required to follow the same rules and guidelines as
a vehicle.
13. Aikman Dr. Parking Garage
The Aikman Dr. Parking Garage will be reserved for Faculty/-*md£taff and
Housing Permit holders as indicated in this policy, pages 6-8, Parking Regulations.
Signs will be posted on both the exterior and interior of the parking garage indicating
which area is Faculty and Staff and which area is Housing parking.
14. Carolyn St. Parking Garage
The Carolyn St. Parking Garage will be reserved for Housing Permit holders as
indicated in this policy, pages 6-8, Parking Regulations.
Required Display of Permit
Registration is not complete until a current registration permit is properly displayed as
follows:
1. Proper Display
To be properly displayed, the permit must be permanently affixed in the position listed
below for vehicle type. Taping or clipping the permit is not considered as permanent
placement (except faculty/staff permit, visitor permit, vendor, and temporary permit).
♦ a. Student permits must be displayed on front windshield within 2
inches of the State Registration sticker.
b. Motorcycle and trailer permits must be displayed where they can be
seen without difficulty.
c. Faculty and staff, temporary, vendor and visitor permits shall be
displayed from the rear view mirror in a manner to be visible from both
the front and rear of the vehicle. If vehicle does not have a rear view
mirror, the permit shall be placed face up on the driver's side of dash, but
not obstructing view of the vehicle identification number. Faculty and
staff permits may be displayed on any vehicle to be used by the permit
holder.
P-37
Appendix 6
d. If a person other than the original permit holder is driving a permitted
vehicle, that person must adhere to the same restrictions as the permit
holder as to parking in the designated parking lot assigned by the permit.
4e. The procedure for Faculty/Staff to follow in the instance that their
permit is lost or stolen is as follows:
1. Come to the University Police Department as soon as you
discover that the permit is missing and file a police report.
2. Come to the Permits Office after a police report is filed and we
will issue a Temporary Permit for 30 days. If the permit is not
found during those 30 days, the Faculty/Staff member will be
required to purchase a NEW permit.
2. Permit Not Transferable ander Non-Refundable
A permit is non-refundable and is not transferable or non refundable from the person to
whom it is issued. A student permit is not transferable from the vehicle for which it is
issued. Faculty, staff, vendor or private contractor permits may be moved from one
vehicle to another and can be displayed on any vehicle used by the permit holder. Resale
of parking permits is prohibited and will be considered as a false or fictitious permit.
Types of Permits
1. Permanent Permits:
• a. Faculty, Staff, or Private Contractor
These permits are issued to employees (non-student) of the University, or
other government agencies assigned to the campus, or as authorized by the
Chief of Police. These permits designate a particular lot assignment.
Holders of this type of permit may use available faculty and staff spaces
outside their assigned lots to conduct University business on a temporary
basis. These permits must be returned to the University Police Department
if employment on campus ceases.
b. Campus Resident Parking
These permits are issued to students who live in on-campus housing only.
Holders of these permits may park in any area designated as "Campus
Resident" parking or "All Permit" parking. A valid student ID and proof of
liability insurance on the vehicle being registered is required. If the
student's on campus housing status changes from on-campus to off
P-38
Appendix 6
campus, the student must surrender their Housing Permit and purchase a
Commuter Permit
c. Commuters (Students not Living in University Housing)
These permits are issued to students not living in University housing or
faculty, staff or students who wish to park in areas designated as "All
Permit" parking areas. Holders of these permits may park in areas
designated as "All Permit" area parking. A valid student ID and proof of
liability insurance on the vehicle being registered is required.
d. Motorcycle
These permits are issued to faculty, staff, students, or employees of private
contractors assigned to Stephen F. Austin State University. Holders of
these permits may park in areas designated as motorcycle parking.
Motorcycle permits are separate in themselves from Faculty/Staff,
Student, or Vender permits and must be purchased as such. A valid
student ID and proof of liability insurance on the vehicle being registered
is required.
e. Trailer
These permits are issued to faculty, staff, students, or employees of private
contractors assigned to Stephen F. Austin State University who need to
park trailers on campus. Trailers may not exceed 21 feet in length. Holders
of these permits may park the trailer in any legal parking space in which
the permit holder's vehicle is assigned.
f. Vendor
These permits are issued to vendors to the University community upon
approval of the Chief of Police or his designated representative.
g. Employees of Private Contractors
These permits are issued to Employees (non-student) of Private
Contractors assigned to the Stephen F. Austin State University campus.
These permits designate a particular lot assignment. Holders of these
permits may use available faculty/staff spaces in their assigned areas.
These permits must be returned to the University Police Department if
employment on campus ceases.
g. Occupied Recreational Vehicles
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Appendix 6
The owner or operator of any recreational vehicle parked and occupied
(used as place of lodging either permanent or temporary while on the
campus of Stephen F. Austin State University) must register that vehicle
with the University Police Department as a recreational vehicle. A permit
will be issued for the vehicle. There is no fee for the use of a recreational
vehicle on campus for up to four nights per semester. Beginning on the
fifth night per semester a recreational vehicle is occupied, a fee of $32.00
per night will be due and will be due for each subsequent night that the
vehicle is occupied. Permits may be obtained and fees paid at the Business
Office located on the 2nd floor of the Austin Building. Permits must be
obtained and fees must be paid in advance of each nights stay. The valid
permit must be displayed in the front window of the vehicle or the front
window of the tow vehicle near the vehicle inspection sticker. The fee is
for parking only. No facilities are provided. A recreational vehicle owned
by a student living on campus may be registered as a regular vehicle, but
may not be occupied as a recreational vehicle on campus unless it is also
registered as a recreational vehicle. If this vehicle is occupied, the
recreational vehicle fees are due in accordance with this policy in addition
to the regular parking permit fee.
2. Handicapped Permits:
• a. Handicapped Permits and Temporary Handicapped Permits are issued
by the County Tax Assessor-Collector of any Texas County.
b. Only vehicles displaying a Handicapped Permit or Temporary
Handicapped Permit may park in "Reserved for Handicapped" parking
spaces or any other area designed for disabled persons such as an access
ramp or curb cut. These vehicles must also display a valid Stephen F.
Austin State University parking permit.
c. A vehicle displaying a valid SFA parking permit and a valid
handicapped permit may
park in any non-reserved parking space on campus. Reserved parking
places are
reserved 24 hours a day, seven (7) days a week for service vehicles,
residence hall
directors, and loading zones.
d. Permits assigned to vehicles displaying appropriate Disabled Parking
Placards will
be issued in compliance with Texas Transportation Code: section
0681.0006
Parking Privileges: Persons with Disabilities and section 0681.0008
Parking
Privileges: Veterans with Disabilities.
P-40
Appendix 6
e. Faculty/Staff members who have a valid Handicap Placard or License
Plate issued by the State of Texas may purchase a Commuter Permit for
$32.00 in lieu of a Faculty/Staff permit.
3. Temporary Permits:
• a. Substitute Vehicle
If a vehicle other than the vehicle registered with the University must be
parked on campus, a temporary permit must be obtained at the University
Police Department no later than the first University business day after the
vehicle is brought on campus. When a vehicle (with a valid permit) is sold
and the permit is not removed, a temporary parking permit can be issued
for two (2) weeks and renewed for an additional two (2) weeks for the
substitute vehicle. This will give the owner time to retrieve the parking
permit. If unable to get the old permit during this time, a new permit must
be purchased. A valid student ID and current proof of liability insurance
on the vehicle being registered is required. A Temporary Permit may be
given to a student who has already purchased a current permit and needs
to use a different vehicle temporarily. The temporary permit may be
issued in two week increments and can be renewed once after it is
originally issued free of charge. After this one month period, the student
will be required to pay a $3.20 fee per week for the temporary permit.
Temporary Employees paid by the University may receive a free
temporary permit for one month after which they will be required to
purchase a regular Faculty/Staff permit or pay a weekly charge of $3.20
per week for the temporary permit.
b. Short Term Vehicle
Operators not having a vehicle registered with the University who need to
operate a vehicle on campus for a short period of time may purchase a
temporary permit for $2tQ03.20 per week. This permit must be obtained at
the University Police Department no later than the first University
business day after the vehicle is brought on campus. A valid student ID
and current proof of liability insurance on the vehicle being registered is
required.
c. Loading and Unloading Permit
A temporary permit may be obtained at no charge for loading or unloading
heavy equipment, supplies, bulky class projects, etc., in an area other than
the area designated on one's regular valid permit. Vehicle must be parked
P-41
Appendix 6
in a legal parking space in the assigned lot for loading/unloading. These
permits may be obtained at the University Police Department.
d. Temporarily Sick or Injured Permit
A temporary permit may be obtained by a person who is temporarily
disabled, due to illness or injury, to park in areas other than the area
designated on his/her regular valid permit. An application for this permit
must be accompanied by a doctor's statement. Parking assignments will be
made in keeping with available resources.
Parking Regulations
1. The University reserves the right to enforce parking and traffic regulations:
• a. through the issuance of citations and the collection of fees for
offenses.
b. through the impoundment of vehicles in place or removal by towing of
vehicles interfering with the movement of vehicular or pedestrian traffic or
involved in specified parking offenses.
c. by the suspension or revocation of permits for repeated offenses.
d. by barring re-admission of any student for non-payment of outstanding
fees.
e. by withholding a student's official transcript and/or diploma.
f. by other such methods as are commonly employed by city or state police
in the control of traffic.
2. Parking areas are designated by metal signs and/or color coding on a map obtained
from the University Police Department. These signs and maps indicate the type of permit
holder for which the area is reserved. Certain lots are reserved for permit holders
assigned to that lot only.
3. Parking areas are generally reserved for the type of permit holder indicated by signs
from 6:00 a.m. to 4:00 p.m., Monday through Friday, except as otherwise indicated.
Parking lots 8W (North of Education Building) and 15 (Early Childhood Lab/Outdoor
Pool) are reserved Monday through Friday until 8:00 p.m. A portion of Lot 47,
(Commuter Lot) as identified by metal signs, is reserved for Band Practice on Tuesday,
Wednesday and Thursday after 3:30 P.M. Vehicles will be towed, at owner's expense,
from this area during this designated time.
a. A valid parking permit is required for parking at the Health Clinic.
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Appendix 6
b. Pecan Park (Lot 54): All spaces facing the pavilion are reserved for
Park Patrons ONLY.
4. Unpaid charges for parking offenses are recorded in the name of the person who has
registered the vehicle with the University Police Department or in the name of the person
in whose name the vehicle is registered with some official state motor vehicle registration
department or agency. NOTE: If a student has the same family name and/or home
address as the registered owner, then the unpaid charges on non-permitted vehicles will
be recorded in the student's name. Parking permits and parking fines not paid will be
subject to collection. Any charges associated with collection will be your responsibility.
5. A temporarily sick or injured person with a temporary "Special" permit may park only
in those areas specified on the permit by the University Police Department. Vehicle must
have a valid permanent parking permit.
6. Several parking spaces, regardless of the area in which they are located, are reserved
24 hours a day, seven (7) days a week for service vehicles, Residence Hall Directors
Handicapped, or as loading zones. This also includes UPD Business, Police Vehicles
Only and VIP Parking at Hall 20 spaces.
7. Several parking spaces too small for conventional vehicles have been designated for
motorcycles by curb markings. Spaces so marked are for two-wheeled motor vehicles
only. Motorcycles may not mark in No Parking Zones, Fire Lanes, or any other space
not deemed a legal parking space.
8. Certain parking spaces have been designated as "20 minute" parking spaces. These
spaces are so designated to provide short-term parking for business access to the Stephen
F. Austin State University Post Office, University Center offices and other designated
areas. Overparking in these spaces is prohibited. Citations may be issued for each 21-
minute segment of overparking. STUDENTS, FACULTY, STAFF, AND PRIVATE
CONTRACTORS MUST HAVE A VALID SFA PERMIT DISPLAYED WHILE
PARKED IN 20-MINUTE PARKING.
9. All vehicles, except motorcycles, must park head-in and within a defined space in lots
and streets having angle or head-in parking.
10. Vehicles are prohibited at all times from parking in reserved spaces without a proper
permit, no parking zones, tow-away zones, fire lanes, crosswalks, loading zones or
service driveways, on lawns, curbs or sidewalks, barricaded areas or in any manner which
obstructs the flow of vehicular or pedestrian traffic.
11. Students, faculty, staff and employees of private contractors or other government
agencies assigned to Stephen F. Austin State University are expected to be familiar with
and abide by these regulations at all times. The fact that a certain citation is not issued
when a vehicle is illegally parked does not mean or imply that the regulation or law is no
longer in effect.
P-43
Appendix 6
12. The responsibility for obtaining knowledge of all laws and regulations in force rests
with the motor vehicle operator.
Violations and Enforcement of Parking Regulations
1. General Violations:
• a. Parking a vehicle displaying a valid permit, but in violation of lot or
area assignment.
• Fee: $24.00
Above parking control will apply from 6:00 a.m. to 4:00 p.m., Monday
through Friday. Reserved lots are reserved until times indicated by
signage.
b. Parking backward in a parking space.
• Fee: $24.00
c. Failing to properly display a valid parking permit.
• Fee: $40.00 and purchasing appropriate permit for
vehicle if registered to an owner or operator who is a
faculty, staff, student, or employee of a private contractor
assigned to campus.
d. Failing to park properly within the lines of a parking space.
• Fee: $24.00
Above parking controls will apply 24 hours a day, seven (7) days a
week.
e. Parking in a space designated "20 minute parking" for more than 20
minutes with a valid permit.
• Fee: $24.00
Above parking control will apply from 6:00 a.m. to 4:00 p.m. Monday
through Friday.
f. Display permit assigned to another vehicle.
• Fee: $24.00
P-44
Appendix 6
Above parking control will apply 24 hours a day, seven (7) days a
week.
g. Display two or more valid permanent permits.
• Fee: $24.00
Above parking controls will apply 24 hours a day, seven (7) days a
week.
2. Flagrant Violations:
• a. Parking in a reserved space without displaying a proper permit.
• Fee: $40.00plus tow fee if vehicle is removed by tow away.
b. Parking a vehicle in a no parking zone.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
c. Parking in any manner which obstructs vehicular traffic.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
d. Parking in any manner which obstructs a crosswalk.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
e. Parking in a fire lane.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
f. Parking in a tow away zone.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
g. Parking in a loading zone or service driveway.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
P-45
Appendix 6
h. Parking on any lawn, curb, sidewalk or other area not set aside for
parking.
• Fee: $ 40.00plus tow fee if vehicle is removed by tow
away.
i. Parking on campus while parking privileges are suspended.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
j. Moving any barricade or parking within any barricaded area.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
k. Using a forged, altered, false, e* fictitious or stolen permit.
• Fee: $80.00plus tow fee if vehicle is removed by tow
away.
1. Falsifying or altering vehicle registration information.
• Fee: $80.00plus tow fee if vehicle is removed by tow
away.
m. Parking in a "Reserved for Handicapped" parking space or any other
area designed for disabled persons such as an access ramp or curb cut
without displaying a proper permit or any other area designed for disabled
persons such as an access ramp or curb cut.
• Fee: $80.00plus tow fee if vehicle is removed by tow
away.
n. Parking in violation of the directions of a Traffic Control Officer.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
Above parking controls will apply 24 hours a day, seven (7) days a
week.
3. Citations for Parking Violations:
• a. Citations will be issued to vehicles for violation of parking
regulations.
P-46
Appendix 6
b. Fees for parking violations may be paid in person at the University
Business Office between 8:00 a.m. and 4:00 p.m. Monday through Friday
or mailed to:
• Stephen F. Austin State University
Business Office
P. O. Box 13053, SFA Station
Nacogdoches, Texas 75962-30534.
4. Impoundment in Place
• a. A vehicle may be impounded in place if:
• (1) it is parked anywhere on campus without displaying a
current permit and has 3 or more unresolved citations; or
(2) the owner or operator violates the terms of a conditional
release; or
(3) it is parked illegally in a handicap space without displaying a
proper permit; or
(4) the owner or operator illegally uses a handicap permit to obtain
parking privileges; or
(5) it is parked in any space without a permit for that area,
b. A vehicle impounded in place shall be released if:
• (1) the owner or operator agrees to pay for all
outstanding citations on the vehicle plus a fee of
$40.00,aftd purchases a valid permit and provides current
proof of liability insurance.
(2) the University Chief of Police authorizes the release of
the vehicle.
5. Tow Away
• a. A vehicle impounded in place may be towed away if:
• (1) disposition of all citations for the vehicle is not made within
three (3) days of the impoundment;
P-47
Appendix 6
(2) the owner or operator removes or attempts to remove the
impounding equipment attached to the vehicle.
b. A vehicle that has to be moved to a different location on campus due to
a violation shall be assessed a fee of $72.00 for such move.
c. A vehicle may be towed away if the owner or operator:
• (1) parks in any manner which obstructs vehicular
traffic;
(2) parks in any manner which obstructs a crosswalk;
(3) parks in a loading zone or service drive way;
(4) parks in a no parking zone;
(5) parks in a fire lane;
(6) parks in a tow away zone;
(7) parks on campus while parking privileges are
suspended;
(8) moves any barricade or parks in any barricaded area;
(9) parks in a reserved space without displaying a proper
permit;
(10) parks in a "Reserved for Handicapped" space without
displaying a proper permit or any other area designed for
disabled persons such as an access ramp or curb cut;
(11) violates the terms of a conditional release;
(12) parks in violation of the directions of a Traffic Control
Officer;
(13) parks in any space without a permit for that area.
d. A vehicle that has been removed by tow away shall be released if:
• (1) the owner or operator of the vehicle agrees to pay the
fees for all outstanding citations on the vehicle plus a
commercial wrecker service fee of (to be determined by
competitive bid and posted at the University Police
P-48
Appendix 6
Department) and storage charges of (to be determined by
competitive bid and posted at the University Police
Department); or
(2) the University Chief of Police authorizes the release of
the vehicle.
e. When the removal of a vehicle has been authorized and the owner or
operator of the vehicle appears at the vehicle after the wrecker has arrived
and the wrecker driver has made a hook-up or signed the tow order for
custody of the vehicle, the vehicle shall not be towed away if the owner or
operator:
(1) pays the wrecker driver a fee of $25.00 in lieu of
towing; and
(2) agrees to move the vehicle.
(3) agrees to pay outstanding fees.
f. When the removal of a vehicle has been authorized and the owner or
operator appears at the vehicle before the arrival of the wrecker, the
vehicle shall not be towed away if the owner or operator:
• (1) agrees to move the vehicle.
(2) agrees to pay outstanding fees.
g. No vehicle may be towed without the express approval of the
University Chief of Police or his designated representative.
g. Fees for tow away will be included on their SFA bill if a student,
faculty or staff. Others may pay at the University Police Department
Permits/Citations Office between 7:30 a.m. and 5:00 p.m. Monday
through Friday or the Police Dispatch Office after 5:00 p.m. and on
Saturday and Sunday.
6. Suspension of Parking Privileges
• a. Parking and Traffic Regulations and Information are rules adopted by
the Board of Regents under the authority of the Texas Education Code. All
vehicles operated on the properties of the University are required by law to
comply with University Parking and Traffic Regulations and Information.
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Appendix 6
Notices of parking violations may constitute a suspension of parking
privileges and any fee assessed is for reinstatement of parking privileges
for operators of vehicles registered with the University.
All violations involving registration of vehicles operated on the properties
of the University are violations of the law and University Parking and
Traffic Regulations and Information. Disposition of these citations at the
University is a privilege extended by the University which may be
withdrawn at the University's option.
Violation of University Parking and Traffic Regulations is a misdemeanor
punishable by a fine of up to $200.
Any parking violation may be filed in a Justice or Municipal court as a
violation of University Parking and Traffic Regulations.
b. Violation of suspension of parking privileges shall result in removal of
the vehicle by tow away.
7. Appeal of Citation, Impoundment, and Tow Away:
• If a person receives a citation and believes it is unwarranted, he/she may
enter a plea of not guilty at the University Police Department. All pleas
must be entered at the University Police Department within seven (7) class
days of the date of the citation. Appeal forms and other information may
be obtained at the University Police Department.
Student citations shall be appealed through the Student Supreme Court.
Dates onm which the Appeals Court meet are posted and made available
in the University Police Department. Persons wishing to appear before
the Appeals Court may do so in lieu of a written appeal However, it is the
responsibility of the person to obtain the date and time that Appeals Court
will meet so that they may appear in person. All decisions of this body are
final. Faculty and staff citations shall be appealed through the
Faculty/Staff Traffic Appeals Board.
Bicycle Registration and Regulations
1. Registration:
• a. The University does not require the registration of bicycles, however
owners are encouraged to have bicycles marked for identification purposes
at the University Police Department.
• (1) The University Police Department will record bicycle serial
number and description and issue a bicycle permit for a $5.00
charge; or
P-50
Appendix 6
(2) The University Police Department will record bicycle serial
number and description and make available an engraving tool to
mark bicycles for identification. There is no charge for this service.
2. Regulations:
• a. Every person operating a bicycle on University property must give
the right-of-way to pedestrians at all times, keep to the right of the
roadway and obey all traffic signals.
b. Bicycles may not be parked on sidewalks or in University buildings at
any time. Bicycles are to be parked in bicycle racks. Bicycles may not be
left on porches or walkways and may not be chained to trees, light poles,
shrubs, art objects, handrails or stairways.
c. Bicycles parked in violation may be impounded and removed to the
University Police Department and a $5.00 fee charged for its release.
Traffic Regulations
1. Speed Limits:
• The speed limit within the campus area is 20 MPH unless otherwise
posted, except the speed limit for all parking lots is 10 MPH.
2. Moving Violations:
• All vehicles driven on Stephen F. Austin State University property are
subject to all University traffic regulations, State of Texas Motor Vehicle
Codes and City of Nacogdoches, Motor Vehicle Laws. Moving violations
may be issued on a City of Nacogdoches Traffic Citation or filed in the
office of the appropriate Justice of the Peace.
3. Right-of-Way:
• Pedestrians have the right-of-way at all marked crosswalks. Motor
vehicle operators must yield the right-of-way to pedestrian traffic in
marked crosswalks.
University Police
The Board of Regents of Stephen F. Austin State University is authorized to employ
campus police personnel. Such officers are commissioned as Texas peace officers and are
vested with all powers, privileges and immunities of peace officers in the performance of
their duties. As Texas peace officers, Stephen F. Austin State University Police Officers
have county-wide jurisdiction in all counties in which the University owns property.
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Appendix 6
All persons on University property are required to identify themselves to such officers
when requested. Failure to produce identification upon request of an officer may result in
arrest and appearance before a magistrate.
The University Police shall be vested with the authority to refuse to allow persons having
no legitimate business tp enter upon any property under the control and jurisdiction of
Stephen F. Austin State University and to eject any unauthorized persons from said
property upon their refusal to leave peaceably upon request.
The University Police are authorized to enforce the Texas Motor Vehicle Code, the Texas
Penal Code, the applicable Ordinances of the City of Nacogd

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Transcript

Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
April 13, 2006
Volume 226
Board Minutes for April 13,2006
06-27 Approval of January 18, January 19, February 17, February 18,
and March 3, 2006 Minutes 2
06-28 Approval of Personnel Items 2
A. Faculty Appointments for 2006-2007 2
B. Staff Appointments for 2006-2007 4
C. Changes of Status for 2006-2007 4
D. Retirements 5
E. Promotions 5
F. Tenure 6
G. Faculty Development Leave for 2006-2007 6
H. Regents Professorships for 2006-2007 7
06-29 Approval of Academic and Student Affairs Items ; 7
A. Faculty Workload Report for Fall 2005 and Spring 2006 7
B. Curriculum Changes 7
C. Small Size Classes 7
D. Proposal to Offer a Bachelor of Science Degree in Biochemistry 7
E. Nonsubstantive Degree Program Request for
Interior Merchandising Degree 7
F. Change in Admissions Requirement for International Students 8
06-30 Approval of Financial Affairs Items 8
A. Adoption of Summer 2006 Budget 8
B. Non-Resident Rates for Excessive Hours and Repeated Courses 8
C. Food Service Contract 8
D. Room and Board Rates 9
E. Food Service Expenditure 9
F. Housing Expenditure 9
G. Course Fees and Application Fees 9
H. Student Service Fee 9
J. Approval for Purchases Over $50,000 (Arthur Temple College of
Forestry and Agriculture)—Columbia Geospatial Service Center—
Furnishings for Office Space 9
K. Resolution to Renew the Investment Management Contract
with Merrill Lynch 10
L. Expanding the Employee Educational Benefit to $2000 Annually
Per Employee, To Be Used by the Employee, Spouse, or
Dependent Children 10
M. Enrollment Initiatives 10
N. Wide-Area Bandwidth and Internet Service 11
O. Designated Tuition Semester Credit Hour Fee Increase 11
P. Graduate Board Authorized Tuition Differential Increase 11
Q. University Police Communication System 11
06-31 I. Approval to Increase SFA International Education Fee 11
06-32 Approval for Building and Grounds Items 12
A. Repair and Resurfacing of East College and Hayter Streets 12
B. Additional Funding for Terracon Contract 12
C. Demolition of New Raguet Apartments and Resurfacing of Parking. 12
D. Land Mitigation for Baseball/Softball Complex 12
E. Relocation of Office of Instructional Technology to Steen Library.... 12
G. Grant of Sewer Easement to City of Nacogdoches 13
H. Installation of Fire Alarm System at Johnson Coliseum 13
06-33 F. Construction Manager at Risk for Current Projects 13
06-34 University Policies and Procedures
A. Policy Revisions 14
VIII. Reports 14
A. President
B. Vice President for University Advancement
C. Audit Services Report
D. Technology Consultant Report
E. Student Government Association
F. Faculty Senate
G. Faculty Salary Study
06-35 Election of Board Officers 15
Appendix 1 - Undergraduate and Graduate Curriculum Changes
A. Undergraduate New Course Proposals
B. Undergraduate Course Change Proposals
C. Undergraduate Course Deletions
D. Undergraduate Program Proposals
E. Graduate Course Proposals
Appendix 2 - Small-Size Class Report
Appendix 3 - Proposed Room and Board Rates for 2006-2007
Appendix 4 - Proposed Course Fees and Application Fees
Appendix 5 - Exhibit Maps of Proposed Sanitary Sewer Easement on Slay Tract
Appendix 6 - Policy Revisions
A-46 Small-size Classes P-1
B-ll Hall 20 Guest Rooms P-4
B-30 University Vehicles P-6
C-ll Departmental Accounting Responsibilities P-14
C-13 Food Purchases P-16
C-16.5 Historically Underutilized Businesses P-18
C-33 Purchasing Ethics and Confidentiality P-23
C-45 Professional and Consultant Services P-25
D-21 Use of Amplified Sound on Campus Grounds P-31
D-24 Parking and Traffic Regulations P-32
D-33 Solicitation on Campus P-53
D-35.5 Smoking and Use of Tobacco Products P-58
NEW Expenditure Authority for Financial Transactions P-59
E-19 Employment of Persons with Criminal History P-60
E-28 Insurance and Other Benefits P-61
E-29A Leave of Absence (Faculty) P-68
E-30N Leave of Absence (Non-Academic) P-74
E-36 Overtime and Additional Compensation P-80
E-39 Personnel Action Request P-82
E-40N Probationary Period of Employment P-86
E-43 Retirement Programs P-87
E-47.1 Sick Leave Pool P-90
E-47.2 Staff Development P-95
E-52N Time Sheets P-96
E-53 Vacation Leave P-99
E-56 Ethics P-101
E-65 Employee Scholarship Program P-110
F-5 Building Security/Special Events P-111
F-14 Student Organization Formation and Recognition P-112
Stephen F. Austin State University
Minutes of the Meeting of the
Board of Regents
Nacogdoches, Texas
April 13, 2006
9:00 a.m.
Austin Building 307
The meeting of the Board of Regents was called to order at 9:00 a.m., Thursday, April
13, 2006, by Chair Fred Wulf.
PRESENT:
Board Members: Mr. Fred Wulf, Chair
Mr. Richard Boyer
Ms. Valerie Ertz
Mr. Joe Max Green
Mr. Kenneth James
Mr. Paul Pond
Mr. James Thompson
Ms. Stephanie Tracy
Mr. Melvin White
President: Dr.Tito Guerrero
Vice-Presidents: Ms. Debbie Baisden
Dr. Mary Cullinan
Dr. Jerry Holbert
Dr. Baker Pattillo
General Counsel: Ms. Yvette Clark
ABSENT:
Board Members: Dr. Margarita de la Garza Grahm
SFA administrators, staff, and visitors
No executive session was held.
The board chair recognized Dr. Cullinan, who introduced the faculty members who have
been recommended for promotion to the rank of Professor: Carol Abel, Kimberly Childs,
Robert Culpepper, Richard Herzog, Alexander Karatayev, Treba Marsh, Deborah Pace,
James Van Kely, and Robert Wiggers.
Dr. Cullinan then introduced Dr. James Standley, Dean of the Colleges of Applied Arts
and Sciences and Liberal Arts. Dean Standley introduced the SFA Debate Team, coached
by Mr. Stephen Jeffcoat from the Communications Department. The Debate Team has
recently won the IPDA Varsity National Championship, for a fourth consecutive year.
Dr. Cullinan introduced Dr. Violet Rogers, Dean of the Nelson Rusche College of
Business. Dr. Rogers introduced competition winning students from the SFA chapters of
the American Marketing Association and the Society for the Advancement of
Management. Dean Rogers also introduced business students who recently participated as
semi-finalists in the business plan competition sponsored by the Rice Alliance for
Technology and Entrepreneurship.
Dr. Cullinan introduced Dr. Richard Berry, Dean of the College of Fine Arts, who
brought with him students from Rose Bruford College in London who are in their second
year of Rose Bruford's American Theatre Arts program. The entire second year of this
program is provided for Rose Bruford by Stephen F. Austin State University. Dr. Berry
also introduced two voice students who were regional winners in the National
Association of Teachers of Singing: Christian Teague, student of Ms. Nita Hudson, and
Katherine Haney, student of Dr. Deborah Dalton. Dr. Berry then introduced Dr. Stephen
Lias, Assistant Professor of Music, who was a finalist in a composition contest
commemorating the 250th anniversary of the birth of Mozart, sponsored by Chamber
Orchestra Kremlin. Dr. Lias traveled to Moscow, Russia, in January to attend the concert
of Chamber Orchestra Kremlin during which his composition and those of the other 11
finalists were performed.
The board chair recognized Dr. Pattillo, who introduced the recent championship teams
from this year: the Southland Conference Indoor Champion SFA Women's Track Team,
the SFA cheerleaders who have won their fourth consecutive NCA Co-Ed National
Championship, and the Ladyjack Basketball Team with Coach Lee Ann Riley who
qualified for the NCAA Women's Basketball Championship Tournament.
Chair Wulf then presented a Lumberjack Axe on behalf of the Board of Regents to each
of the following recipients: Dr. Tim Cherry for his efforts on behalf of Poultry Science, to
Dr. Glenda Walker, for her efforts to advance the School of Nursing, and to Mr. John
Rulfs, for his leadership in the university physical plant during a period of unparalleled
campus growth and construction.
APPROVAL OF MINUTES
06-27
Upon motion by Regent Pond, seconded by Regent Ertz, with all members voting aye, it
was ordered that the minutes of the January 18 and 19, 2006, regular meetings and the
February 17, February 18, and March 3, 2006, special meetings be approved.
PERSONNEL
06-28
Upon motion by Regent Pond, seconded by Regent Thompson, with all members voting
aye, it was ordered that the following personnel items be approved:
A. FACULTY APPOINTMENTS FOR 2006 - 2007
1. Fine Arts
a) Christina Guenther-Scott Assistant Professor of Music, D.M. (Florida State
University College of Music), at a salary of $41,000 for 100 percent time for
nine months, effective August 22, 2006.
2. Liberal Arts
a) Matthew Batt, Assistant Professor of English and Philosophy, M.S.A. (Ohio
State University), at a salary of $40,000 for 100 percent time for nine months,
effective August 22, 2006, contingent upon completion of doctorate by June
30, 2006.
b) Dianne Dentice, Assistant Professor of Sociology, M. A. (Texas Womens'
University), at a salary of $40,000 for 100 percent time for nine months,
effective August 22, 2006, contingent upon completion of doctorate by June
30, 2006.
c) Sarah Franklin. Assistant Professor of History, Ph.D. (Florida State
University), at a salary of $40,000 for 100 percent time for nine months,
effective August 22, 2006.
d) Jill Hernandez, Assistant Professor of English and Philosophy, M.A. (Texas
A&M University), at a salary of $40,000 for 100 percent time for nine
months, effective August 22, 2006, contingent upon completion of doctorate
by May 31, 2006.
e) William Forbes, Assistant Professor of Geography, Ph.D. (University of North
Texas), at a salary of $40,000 for 100 percent time for nine months, effective
August 22, 2006.
f) Dr. Scott Sosebee, Assistant Professor of History, Ph.D. (Texas Tech
University), at a salary of $40,000 for 100 percent time for nine months,
effective August 22, 2006.
3. Sciences and Mathematics
a) Matthew Kwiatkowski, Assistant Professor of Biology, Ph.D., (Arizona State
University), at a salary of $42,500 for 100 percent time for nine months,
effective August 22, 2006.
b) Jeremy Becnel, Assistant Professor of Mathematics and Statistics, M.S.
(Louisiana State University), at a salary of $46,000 for 100 percent time for
nine months, effective August 22, 2006, contingent upon completion of
doctorate by August 31, 2006.
c) Patricia Carlin. Assistant Professor of Mathematics and Statistics, M.S.
(Wichita State University), at a salary of $46,000 for 100 percent time for nine
months, effective August 22, 2006, contingent upon completion of doctorate
by August 31, 2006.
d) Brian Beavers, Assistant Professor of Mathematics and Statistics, M.S.
(Louisiana State University), at a salary of $46,000 for 100 percent time for
nine months, effective August 22, 2006, contingent upon completion of
doctorate by August 31, 2006.
e) Nancy Mathis, Lecturer of Biology, M.D. (The University of Texas
Southwestern Medical School), at a salary of $40,000 for 100 percent time for
nine months, effective August 22, 2006.
B. STAFF APPOINTMENTS FOR 2006-2007
1. Alumni Affairs
a) Jeffrey Heyward Davis, Director of Development, at a salary of $47,500 for
100 percent time for twelve months, effective February 8, 2006.
C. CHANGES OF STATUS FOR 2006 - 2007
1. Academic Affairs
a) Marlin Young, from Interim Vice President for Business Affairs at a salary of
$126,800 for 100 percent time for twelve months, with an additional stipend
of $750 per month, to Associate Provost/Vice President for Academic Affairs,
at a salary of $126,800 for 100 percent time for twelve months, effective
March 1,2006.
2. Education
a) George Ann Leonard from Certification Officer/PBIC Manager at a salary of
$40,000 for 100 percent time for twelve months, to Director of Assessment
and Accountability at a salary of $54,900 for 100 percent time for twelve
months, effective March 20, 2006.
3. Liberal Arts
a) Ray Darville from Department Chair of Sociology at a salary of $84,928 for
100 percent time for eleven months, to Professor of Sociology at a salary of
$69,500 for 100 percent time for nine months, effective September 1, 2006.
b) Ann Doyle Anderson from Interim Chair of Modern Language Department at
a salary of $84,050 for 100 percent time for eleven months, to Chair of
Modern Language Department at a salary of $84,050 for 100 percent time for
eleven months, effective January 1, 2006.
c) Jerry Williams from Associate Professor of Sociology at a salary of $47,000
for 100 percent time for nine months, to Chair of Sociology Department, at a
salary of $70,000 for 100 percent time for eleven months, effective,
September 1,2006.
D. RETIREMENTS
The following retirements were accepted:
a) Don Hay, Chair, Biology Department, effective July 31, 2006.
b) David Jeffrey, Associate Vice President of Graduate Studies, effective August
31,2006.
c) Robert Mann, Professor of Music, effective December 31, 2005.
d) Sammie Smith, Professor of Accounting, effective August 31, 2006.
e) Ray Worsham, Director of Intramurals, effective August 31, 2006.
E. PROMOTIONS
The following individuals were granted promotion to the academic rank indicated,
effective fall semester, 2006.
To Associate Professor:
Robert Allen History
Christopher Ayer Music
Angela Bacarisse Theatre
Julia Ballenger Secondary Education
Mark Barringer History
Deborah Dunn Computer Science
Patty Ellison Nursing
Dennis Gravatt Biology
Keaton Grubbs General Business
Greta Haidinyak Nursing
Samuel Jones Economics & Finance
Stephen Lias Music
Ronald Petti Music
James Stamey Math & Statistics
Sarah Stovall Math & Statistics
To Professor:
Carol Abel Elementary Education
Kimberly Childs Math & Statistics
Robert Culpepper Management, Marketing & International Business
Richard Herzog Political Science, Geography & Public Administration
Alexander Karatayev Biology
Treba Marsh Accounting
Deborah Pace Math & Statistics
James Van Kley Biology
Robert Wiggers Biology
To Professor Emeritus:
John Daniel Art
James Garrett Chemistry
Robert Mann Music
Mary McCleary Art
Sammie Smith Accounting
Donya Stephens Secondary Education
To Librarian III:
Ann Ellis Library
To Librarian IV:
Wade Carter Library
F. TENURE
Academic tenure was awarded to the following individuals, effective fall
semester, 2006.
Robert Allen History
Christopher Ayer Music
Angela Bacarisse Theatre
Julia Ballenger Secondary Education
Mark Barringer History
Kathleen Belanger Social Work
Michael Doughty Social Work
Deborah Dunn Computer Science
Keaton Grubbs General Business
Greta Haidinyak Nursing
Carol Harrison Human Services
Samuel Jones Economics & Finance
Ronald Petti Music
James Stamey Math & Statistics
Sarah Stovall Math & Statistics
G. FACULTY DEVELOPMENT LEAVE FOR 2006-2007
The faculty members listed below were awarded Faculty Development Leave for
the semester indicated.
Fall 2006
Dr. Betty Johnson General Business
Dr. Ray Darville Sociology
Spring 2007
Dr. Clarke Wayne Proctor Mathematics & Statistics
Dr. Wynter Chauvin Elementary Education
H. REGENTS PROFESSORSHIPS FOR 2006-2007
The following were awarded Regents Professorships for the academic year 2006-
2007.
Dr. Allen Richman, History
Dr. David Creech, Agriculture
ACADEMIC AND STUDENT AFFAIRS
06-29
Upon motion by Regent James, seconded by Regent Ertz, with all members voting aye, it
was ordered that the following academic items A-F be approved:
A. FACULTY WORKLOAD REPORT FOR FALL 2005 AND SPRING 2006
The Fall 2005 and Spring 2006 faculty workload reports have been made
available to the Board of Regents.
B. CURRICULUM CHANGES
The Board of Regents approved the undergraduate and graduate curriculum
changes listed in Appendix 1.
C. SMALL-SIZE CLASSES
The Spring 2006 small-size class list in Appendix 2 was approved.
D. PROPOSAL TO OFFER A BACHELOR OF SCIENCE DEGREE IN
BIOCHEMISTRY
Approval to offer a Bachelor of Science Degree with a major in Biochemistry was
granted.
E. NONSUBSTANTIVE DEGREE PROGRAM REQUEST FOR INTERIOR
MERCHANDISING DEGREE
Approval to offer a Bachelor of Science degree in Interior Merchandising was
granted.
F. CHANGE IN ADMISSIONS REQUIREMENT FOR INTERNATIONAL
STUDENTS
The SAT or ACT is no longer required for admission to the university by
undergraduate international students.
FINANCIAL AFFAIRS
06-30
Regent Ertz moved that financial affairs items A-Q be approved; the motion was
seconded by Regent White. Regent Thompson asked that the question be divided. Upon
motion by Regent Boyer, seconded by Regent Ertz, all members voting aye, the motion
was amended to remove item I. Upon motion by Regent Ertz, seconded by Regent White,
with all members voting aye, it was ordered that the following financial affairs items A-H
and J-Q be approved:
A. ADOPTION OF SUMMER 2006 BUDGET
Academic and summer school support salaries and benefits included in the annual
budget were increased by $452,443 to provide funding for the education and
general salaries of the 2006 summer budget. The total summer budget of
$4,630,010 was approved as presented.
B. NON-RESIDENT RATES FOR EXCESSIVE HOURS AND REPEATED
COURSES
Approval was given to charge a rate up to the level of non-resident tuition rates to
students for courses not funded by formula funding specifically applying to the
excessive hour rule and courses repeated more than two times. The non-resident
rate applicable for repeated courses will be effective with the spring 2007
semester. The excessive hour rule currently in effect (45 hour rule) was changed
to 30 hours effective for students enrolling in the fall semester, 2006 and
thereafter. Exemptions to the higher rate will be determined by both legislation
and board policy.
C. FOOD SERVICE CONTRACT
Approval was given to the Food Service proposal submitted by ARAMARK to
extend the university's contract to include an investment in dining facilities of
over $4.2 million amortized over a 15 year contract term providing upgraded meal
plans and flexible dining dollars to meet current student expectations. The
president was authorized to negotiate specific contract terms that allow for a 90
day notice of termination and other protective and beneficial clauses in the best
interests of the university, and the president was authorized to sign the contracts.
D. ROOM AND BOARD RATES
Room and Board Rates were increased by an overall rate of 6%. This increase
includes a 4% increase for food service. The new rates are shown in Appendix 3.
E. FOOD SERVICE EXPENDITURE
The Food Service expenditure budget was increased by $300,000 to cover
increased food service costs. This increase will be covered by over-realized meal
plan revenue from the Spring 2006 semester.
F. HOUSING EXPENDITURE
The Housing Department expenditure budget was increased by $500,000 to
upgrade some of the existing residence halls to more closely match the amenities
offered in the newer halls.
The upgrades will include the following:
Project: Expense
Replace Steen Desk Chairs $35,000
Microfridges in Hall 10 $30,000
Replace lobby carpet @ North $2,000
Replace carpet @ Wisely $21,000
Carpet rooms @ 16 $149,000
Carpet rooms @ Kerr $ 184,000
MicroFridges@16 $79,000
TOTAL EXPENSES NOT TO EXCEED $500,000
G. COURSE FEES AND APPLICATION FEES
The Board of Regents adopted the schedule of course fees and application fees
(additions and changes) for the 2006-2007 academic year shown as Appendix 4.
This amended 2006-2007 fee schedule will be effective with registration for the
Fall 2006 semester.
H. STUDENT SERVICE FEE
The Student Service Fee was increased to $11.00 per semester credit hour with
the current fee ceiling of $150, effective with registration for the Fall 2006
semester.
J. APPROVAL FOR PURCHASES OVER $50,000 (ARTHUR TEMPLE COLLEGE
OF FORESTRY AND AGRICULTUREV-Columbia Geospatial Service Center-
Furnishings for Office Space
Approval was given to purchase furnishings for the Columbia Geospatial Service
Center at a total cost not to exceed $100,000. Source of funds is the Columbia
Geospatial Service Center Grant (Acct. No. 424000).
K. RESOLUTION TO RENEW THE INVESTMENT MANAGEMENT CONTRACT
WITH MERRILL LYNCH
Approval was given to extend the current investment management contract with
Merrill Lynch through August 31, 2006. The University will submit investment
bid proposals for investment management services. The successful bidder will
then sign a new two year contract for investment management services.
L. EXPANDING THE EMPLOYEE EDUCATIONAL BENEFIT TO $2000
ANNUALLY PER EMPLOYEE, TO BE USED BY THE EMPLOYEE. SPOUSE
OR DEPENDENT CHILDREN.
Approval was given to expand the benefit for employees under the Educational
Assistance Plan to $2000 annually per employee. The maximum amount to be
used during a fiscal year by eligible employee would be $2,000. The employees
could elect to use this benefit for themselves, their spouses or their dependent
children, as long as the total amount per employee did not exceed the $2,000
annual threshold. To be considered eligible for the scholarship, the student must
have met all requirements for admission in good standing to the University, must
be in good academic standing (currently defined as a 2.0 grade point average
(g.p.a.) or better for undergraduates and 3.0 g.p.a. or better for graduates), and
have no amounts due to the University. Other criteria may be established and
would be part of a written plan. The scholarships would be subject to the
availability of funds, and amounts could be adjusted by the administration.
Federal and state rules and regulations will apply to the plan. This expanded
benefit would be available in the fall, 2006.
Projected costs for the initial implementation of this policy for FY 2006-07 are
estimated to be $300,000.
M. ENROLLMENT INITIATIVES
Approval was given to the allocation of funds not to exceed $55,000 to support
the following enrollment initiatives, which will start immediately:
• Complete a second round of phone calls to admitted students, non-pays
and those not signing up for orientation
• Place advertisements throughout the summer in the top ten community
college feeders promoting the Community College Scholarship program
and applying for fall
• Send postcard/letter to currently enrolled students who do not "pre-register"
informing them of additional times/dates
• Prepare a two-color flyer/brochure promoting the "Return to Learn"
program.
• Promote potential Hill College course offerings
• Promote on-line courses
10
• Extend employment of Houston Regional Recruiter to focus on
community college visits in the Houston and surrounding area (wages,
travel funds, phone)
• Send postcard to students who have not applied, reminding them there is
still time
• Offer $1,000 per college to contact admitted students in the college (calls,
letters)
• Extend theater advertising contract to run during selected months.
The source of funds will be additional designated revenue in excess of the budget
estimate.
N. WIDE-AREA BANDWIDTH AND INTERNET SERVICE
The Board of Regents approved a one-time capital cost of $5,000 and an ongoing
monthly expenditure not to exceed $10,500 for a leased 1,000 mps circuit from
AT&T (formerly SBC) and 200 mps of Internet capacity from Level (3). The
Board had previously approved FY06 expenditures of $10,783 per month
($129,396 annually) for 100 mps of Internet capacity from Verio, and
expenditures not to exceed $375,000 for AT&T (formerly SBC) data and voice
services. As a result of this change, SFA's net bandwidth and Internet
expenditures will decrease in FY06. Source of funds will be O&M.
0. DESIGNATED TUITION SEMESTER CREDIT HOUR FEE INCREASE
Approval was given for designated tuition to be increased to $85 per semester
credit hour. Approval was given for the designated tuition ceiling charge to
remain at the 16 semester credit hour load.
P. GRADUATE BOARD AUTHORIZED TUITION DIFFERENTIAL INCREASE
Approval was given for the graduate differential tuition amount to be increased
from $20 to $30.
Q. UNIVERSITY POLICE COMMUNICATION SYSTEM
The Board of Regents approved an expenditure not to exceed $130,000 to finalize
the upgrade of the police communication system and authorized the President to
sign the purchase order.
06-31
Upon motion by Regent Ertz, seconded by Regent Pond, with seven members voting aye,
Regent Thompson abstaining, it was ordered that the following financial affairs item be
approved:
1. APPROVAL TO INCREASE SFA INTERNATIONAL EDUCATION FEE
The International Education Fee was increased from $1 to $3 per student per
semester beginning with Fall Semester 2006.
11
BUILDING AND GROUNDS
06-32
Upon motion by Regent Green, seconded by Regent Pond, with all members voting aye,
it was ordered that the following building and grounds items A-E and G-H be approved:
A. REPAIR AND RESURFACING OF EAST COLLEGE AND HAYTER STREETS
The university was authorized to accept the best proposal for repair and
resurfacing of East College and Hayter Streets. Total cost is not to exceed
$340,000, and funds are available from budgeted HEAF.
B. ADDITIONAL FUNDING FOR TERRACON CONTRACT
The university was authorized to increase the current professional services
contract with Terracon by $75,000 for the current year. Costs will be assigned to
the project that required the material test.
C. DEMOLITION OF NEW RAGUET APARTMENTS AND RESURFACING OF
PARKING
The university was authorized to proceed with the demolition of the New Raguet
Apartments and the addition of a limited number of surface parking spaces at a
cost not to exceed $550,000. Source of funds will be $430,000 in the Residence
Hall Upgrades construction account and an amount not to exceed $120,000 from
the Pledged-Auxiliary Contingency.
D. LAND MITIGATION FOR BASEBALL/SOFTBALL COMPLEX
The university was authorized to proceed with the land mitigation for the
Baseball/Softball Complex and that the land mitigation transaction be brought
back to the board for final approval. Funds were authorized in the February 17,
2006 board meeting.
E. RELOCATION OF THE OFFICE OF INSTRUCTIONAL TECHNOLOGY TO
STEEN LIBRARY
The university was authorized to proceed with Phase I of this project, which
includes moving the Office of Instructional Technology to the library at a cost not
to exceed $550,000. The university was authorized to use a Construction Manager
at Risk to be named at the April 2006 board meeting and the SFA physical plant
as contractors for the project, and the president was authorized to sign the
required purchase orders and contracts. Source of funding is available HEAF as
identified in the January 2006 meeting.
12
G. GRANT OF SEWER EASEMENT TO CITY OF NACOGDOCHES
The university was authorized to grant requested easements to the city of
Nacogdoches at no cost for the repair of existing sewer lines on the East side of
the campus. The 0.1375 acre tract and the 0.19 acre tract in question are part of a
36.25 acre tract of land described in a conveyance from Oscar B. Slay and wife,
Mollie Slay, to Stephen F. Austin State Teachers College, dated October 11,
1937, as recorded in Volume 145, page 553, of the deed records of Nacogdoches
County, Texas. The existing sewer lines for which this easement is granted are
depicted in Appendix 5. The president was authorized to sign the required
documents.
H. INSTALLATION OF FIRE ALARM SYSTEM AT JOHNSON COLISEUM
The university was authorized to add a Simplex fire alarm system in the Johnson
Coliseum at a cost not to exceed $140,000 and the president was authorized to
sign the required contracts and purchase orders. The source of funds will be
budgeted auxiliary fire safety funds.
06-33
Upon motion by Regent Thompson, seconded by Regent Boyer, with seven members
voting aye, Regent Green abstaining, it was ordered that the following building and
grounds item be approved:
F. CONSTRUCTION MANAGER AT RISK FOR CURRENT PROJECTS
Cox Contractors was selected as the most qualified construction manager for the
various small projects in the RFP totaling $3,020,000:
1. University police renovation and construction ($ 120,000)
2. Ferguson/Liberal Arts ($400,000)
3. Roofing projects ($200,000)
4. Library, Rusk, and Boynton Phase I ($550,000)
5. Demolition of New Raguet Apartments and parking addition ($500,000)
6. Boynton HVAC ($350,000)
7. McGee and McKibben restrooms ($450,000)
8. Fire safety issues as identified by the state fire marshal ($200,000)
9. Overall project contingency ($250,000)
The university was authorized to award the contract to Cox Contractors to serve
as the construction manager for these projects and the president was authorized to
sign the contract. If the contingency for these projects needs to be increased, that
request will be brought back to the board at a future meeting.
13
UNIVERSITY POLICIES AND PROCEDURES
06-34
Upon motion by Regent White, seconded by Regent Green, with all members voting aye,
it was ordered that the policy revisions as presented in Appendix 6 be approved.
REPORTS
A. PRESIDENT
Dr. Tito Guerrero reported on the following topics:
• Enrollment Growth Initiative
. Coordinating Board Meeting (April 20, 2006)
. Spring Fest Celebration (April 22, 2006)
• Coach's Night Events in San Antonio and Austin (April 24 and 25, 2006)
• Bright Ideas Conference on Campus (April 28, 2006)
. Big Dip (May 5, 2006)
• Commencement (May 13, 2006) with Senator Kay Bailey Hutchison as speaker
• Visit to Campus by Delegation from Harbin, China (May 15-17, 2006)
• Invited Commencement Speech at Karnes City High School (June 2, 2006)
B. VICE PRESIDENT FOR UNIVERSITY ADVANCEMENT
Dr. Jerry Holbert presented a cumulative giving report for the first and second
quarters of FY06.
C. AUDIT SERVICES REPORT
Mrs. Gina Oglesbee presented a report on the activities in the office of Audit
Services:
• Ethicspoint implementation
• Collaboration with State Auditor's office
• Audit of External Bank Accounts
D. STUDENT GOVERNMENT ASSOCIATION
Ms. Amber Lara presented a report on the year's activities for the Student
Government Association and the plans for the remainder of the year.
E. FACULTY SENATE
Dr. Brian Oswald, Chair of the Faculty Senate, presented the results of an opinion
survey among the faculty asking if SFA should join a system. Dr. Chris Barker is the
incoming Chair of the Faculty Senate and will take office May 10.
F. FACULTY SALARY STUDY
Regent Ertz presented a report of a Faculty Salary Study conducted by a
subcommittee of the board over the past year.
14
ELECTION OF BOARD OFFICERS
06-35
Upon motion by Regent Thompson of behalf of the Nominating Committee, with all
members voting aye, it was ordered that Valerie Ertz be elected Chair, Paul Pond be
elected Vice Chair, and James Thompson be elected Secretary.
Incoming Chair Ertz presented the gavel and a plaque of appreciation to outgoing Chair
Wulf on behalf of the Board of Regents.
The meeting was adjourned at 10:25 a.m.
15
Appendix 1
Appendix 1
Appendix 1
Appendix 1
Appendix 1
Appendix 1
Appendix 1
Appendix 1
GRADUATE COURSE PROPOSALS
SPRING, 2006
New Courses
Course Title
ACC 532 Legal Principles Related to Accounting ACC
ACC 547 Advanced Auditing ACC
ACC 557 Seminar in Internal Auditing ACC
AGN508 Soil-Plant Relations AGR
ANS 501 Advanced Nutrition AGR
ART 570 Ad Design II ART
ELE 525 Instruction and Assessment Elem. Ed.
HMS 501 Service Mgt. In Human Sciences FCSc
HMS 502 Emp. Develop. Issues in HSC FCSc
HMS 578 Seminar FCSc
HRT 514 Adv. Horticulture Crop Production AGR
KIN 510 Medical Terminology ATHL
Notes
Adds graduate options to the curriculum
Adds on-line elective course for Resource Interpretation
Adds on-line elective course for Resource Interpretation
Replaces FOR 551 New prefix only
Replaces FOR 552 New prefix only
Replaces FOR 553 New prefix only
Previously taught as special topics, adds new topic to curriculum
Replaces FOR 649 New prefix only
Type Notes
Change Change in title and description
Change Change in prerequisites
Change Change in prerequisites
Change Change prefix from AGR
Change Change prefix from AGR
Change Change in title and description
Change Change to variable credit, 1-3 hours
Change Change in title and description
Change Change in title and description
Change Change to variable, cross-listed with HMS 478
Change Change prefix from AGR
Change Change contact hours from 1.5 to 2 j>
i
KIN 531L Therapeutic Modalities Lab
KIN 536L Therapeutic Exercise Lab
KIN 551 Athletic Training Clinical V
KIN 581 Prob. In Teach. College: Intern
BTC 561 Adv. Techniques in Molecular Bio.
BTC 563 Molecular Biochemistry
BTC 563L Molecular Biochemistry Lab
PS Y 517 Ethics and Research in Psy.
PSY 523 Advanced General Psychology
PSY 525 Teaching Seminar
PSY 526 Teaching Practicum
PSY 550 Seminar in Psychology
PSY 585 Graduate Research Seminar
Change contact hours from 1.5 to 2
Change contact hours from 1.5 to 2
Maximum credit changed from 4 to 2
Change in instruction type
Change in title
Change in instr type, description and credit hours
Lab no longer required for BTC 563
Change title and credit hours
Change in credit hours
Change in description and credit hours
Course no longer needed
Change in description, remove variable credit
Change in title, description, and credit hours.
i
I
SMALL CLASSES
SPRING 2006
I
CD
SMALL CLASSES
SPRING 2006
DEFINITION OF SMALL CLASS UNDERGRADUATE CLASS:
ANY ORGANIZED CLASS WITH LESS THAN TEN STUDENTS UNLESS THE CLASS IS CROSS4JSTED WITH ANOTHER ORGANIZED CLASS AND THE COMBINED CLASSES EQUAL TEN OR MC
DEFINITION OF SMALL CLASS GRADUATE CLASS:
ANY ORGANIZED CLASS WITH LESS THAN FIVE STUDENTS UNLESS THE CLASS IS CROSS-LISTED WITH ANOTHER ORGANIZED CLASS AND THE COMBINED CLASSES EQUAL FIVE OR M
ANY ORGANIZED CLASS WITH BOTH GRADUATE AND UNDERGRADUATE STUDENTS WILL BE CONSIDERED SMALL UNLESS TEN STUDENTS ARE ENROLLED.
"SMALL CLASSES AS A % OF TOTAL HOURS 0.54%
HOURS I DAYS / TIME / BUILDING / ROOM / INSTRUCTION TYPE
TOTAL HOURS GENERATED IN SMALL CLASSES I 702 j M = Monday
T =Tuesday
W = Wednesday
R = Thursday
F = Friday
FACULTY JUSTIFICATION FOR TEACHING
UNDER-ENROLLED COURSE
TOTAL CREDIT HOURS SPRING '06
DUKSi I
4-
>
1
Appendix 4
Stephen F. Austin State University
PROPOSED COURSE FEES FOR FALL 2006
Appendix 4
Appendix 4
Stephen F. Austin State University
PROPOSED OTHER FEES FOR FALL 2006
STEPHEN F. AUSTIN STATE
TEACHERS COLLEGE
CALLED 36 1/4 ACRE TRACT
VOL 145, PAGE 553 OR
NACOGDOCHES COUNTY, TEXAS
Scale r W 60*
20' TEMPORARY CONSTRUCTION EASEMENT ^
''^''SANITARY SEWER EASEMENT - 0.1375 ACRE
4SV
ffi
i^6
Umits of Proposed
Sanitary Sewer Easement
Umits of Temporary
Construction Easement
pob\
ATHERWN, ROBERT B
LT 35 & 36, BLK 5 '
PjNECREST AOOmON
VOL 1738, PAGE 213 OPR
NACOGDOCHES COUNTY %ma//-ty/ze class of the same course may not be offered in
consecutive semesters or summer terms.
P-l
Appendix 6
6. The University shall file with the Coordinating Board through its uniform reporting
system a small class report as required by state law or agency regulations.
Procedure:
1. Department Chair submits form to Dean requesting approval to offer underenrolled
small-size class(es).
2. Dean approves/disapproves request and forwards form to the Provost/Vice President
for Academic Affairs.
3. Provost/Vice President approves/disapproves and sends copies to the Dean and the
Registrar.
4. Provost/Vice President submits report of underenrollod small-size classes to the Board
of Regents for final approval.
Source of Authority: Texas Education Code, sec. 51.403 et seq.; Board of Regents;
President; Provost aad-/Vice President for Academic Affairs
Cross Reference: Faculty Handbook
Contact for Revision: Provost aad-/Vice President for Academic Affairs
Forms: Underenrolled Small-size Class Request Form (below)
UNDERENROLLED SMALL-SIZE CLASS APPROVAL
To:
Associate Provost/Vice President for Academic Affairs
Through:
College Dean
From:
Department Chair
Date:
P-2
Appendix 6
P-3
Appendix 6
Hall 20 Guest Rooms B-l 1
Original Implementation: January 21, 1986
Last Revision: January 28, 2003April 13, 2006
The provisions of the policy on the Use of University Facilities govern the use of all
buildings, facilities, equipment, and grounds, hereafter referred to as facilities, under the
control of Stephen F. Austin State University. That policy provides that the University
may establish additional procedures for the reservation and use of specific facilities;
therefore, the following provisions apply to Hall 20 Guest Rooms.
Three guest rooms are available in Hall 20 for use by individuals who are engaged in
University-related business/activities which require overnight lodging, or individuals who
are invited to the University by the President as official guests. Requests from University
departments for use of these rooms for their guests will be approved/disapproved
according to the two criteria listed below.
1. The guest must be one for whom the University, the sponsoring department in
particular, would pay lodging expenses if the guest rooms did not exist. University
departments requesting use of the rooms should do so only when lodging is a normal,
reimbursable travel expense to the visitor. "Free lodging" should not be offered to
individuals who are providing a service/performance for the University for a specified fee
when travel expenses, in addition to the fee, were not a part of the contract or agreement.
2. The length of stay should not exceed three consecutive nights.
The guest rooms are located on the ground floor of Hall 20. Furnishings are hotel/motel
style; available rooms have either a king bed or twin beds. Guests have access to ice and
vending machines. Reserved parking is available in the small lot adjacent to Hall 20.
University staff provides daily custodial service.
Decisions regarding eligibility for use of these accommodations and reservations for the
guest rooms are made by the Housing Department, extension 63026601. Details and
responsibilities of the University department reserving guest rooms are given below.
1. The following information should be provided in a memo to the Housing Department,
from the originating department when calling to make a room reservation: 77ze department
requesting to reserve a room should complete the Guest Room Reservation (Hall 20)
form on the SFA Business Forms link on the SFA web site. The following information will
be needed:
•- name of University guest;
dates of stay;
P-4
Appendix 6
• name of University sponsor and the department responsible for the guest
(see 2 below);
• purpose of visit, i.e., job interview, performance, etc;
• name of the department who will be financially responsible for damages
and/or lost keys.
2. Each guest must have a University sponsor who serves as the contact person regarding
any change in arrival/departure or special needs. The sponsor is responsible for
communicating such information to the Housing Department, and for the pick-up and
return of room keys and the parking permit to the Housing Department.
3. Guests may check into Hall 20 after 3 p.m. and check out time is 1 p.m.77 a.m.
Source of Authority: Director of Housing
Cross Reference: None
Contact for Reference: Housing Department Administrative Assistant
Forms: None
P-5
Appendix 6
University Vehicles (Rental & 15-Passenger Vans) B-30
Original Implementation: June 1, 1984
Last Revision: January 15, 2002April 13, 2006
The provisions of the policy on the Use of University Facilities govern the use of all
buildings, facilities, equipment, and grounds, hereinafter referred to as facilities, under
the control of Stephen F. Austin State University. That policy provides that the
University may establish additional procedures for the reservation and use of specific
facilities; therefore, the following provisions apply to University vehicles.
I. Official Use:
University motor vehicles can only be used for the transaction of official University
business.
A. Reservations
1. Vehicles will be rented exclusively to individuals or organizations that
have funds budgeted by the University.
2. All vehicles, except road buses, are rented on a first-come, first-serve
basis. Reservations can be made by memo to the Physical Plant Grounds
and Transportation Department, P.O. Box 13031 SFA Station, by phone at
468-5107, or on the Physical Plant Web site. Reservations should be made
as far in advance as possible.
3. Persons for whom reservations are made must be on the Approved
Drivers List and be acting on behalf of, and within the responsibility of,
the university department that he/she is employed. Must have a minimum
of four passengers for vans, must have definite pick-up and return times,
and must have an approved University account.
4. Cancellations should be made as far in advance as possible.
Cancellations made less than 48 hours in advance will incur a $20.00 fee.
B. Procedure for Checking Out Vehicles
1. Vehicles can be picked up at the Physical Plant Grounds and
Transportation Department, located at Starr Avenue and University Drive,
between 7:00 a.m. and 4:00 p.m. Monday through Friday.
2. Special arrangements may be made for pick-up outside normal hours.
P-6
Appendix 6
3. When two or more users are renting the same vehicle over a weekend,
the users may be required to turn in and pick up vehicles at the University
Police Department.
4. Individuals picking up vehicles must present a Stephen F. Austin State
University Approved Driver Certificate and a valid driver's license.
5. Personnel in the Grounds and Transportation Department, will furnish
approved drivers with:
a. keys to vehicle
b. copy of vehicle charges and reservation form
c. credit card(s)
d. daily record of state-owned motor vehicle use (See Section E)
e. vehicle roadability report
f. insurance card
C. Passengers
1. Passengers in University vehicles will normally be University
employees or students traveling on University business.
2. Passengers who are not University employees or students may be
authorized to ride in University vehicles when their presence is consistent
with University business or functions.
3. University employees and students may have guest(s), spouse or
children accompany them while the University employee or student is
traveling on University business provided:
a. The guest does not interfere with the University business of the
trip or cause any additional expense to the University.
b. The department that sponsors the trip that the guest(s) are
attending must be advised in advance of the trip that non-
University passengers will be traveling in University vehicles.
c. If the guest is a minor child, the parent is responsible for the
child's actions and is responsible for ensuring the child follows all
safety policies and regulations including seat belts and child
restraints.
P-7
Appendix 6
d. The University bus fleet is not equipped with seat belts or child
restraints and safety of the child is the responsibility of the parent.
The University fleet bus driver should report behavior difficulties
to the parent and sponsoring department, and may impose future
restrictions on passenger privileges for those who have had
behavior problems.
e. Non-employee passengers will not be covered by University
insurance for medical treatment, unless there is legal liability,
which is covered by the general liability policy for University
motor vehicles. Personal claims against the driver of another
vehicle (non-University) for liability in any accident will be the
responsibility of the non-employee passenger or their parent.
Passengers should carry personal medical insurance coverage in
case of accident or emergency. The University does not assume
liability for any passenger, unless otherwise imposed under law.
University employees may be covered by Workers' Compensation
for injuries received on-the-job; otherwise, personal medical
insurance or applicable legal liability would apply.
D. Use of University Road Buses
The 46-passenger Eagle bus and 36-passenger Blue Bird bus provide
transportation for University departments and groups. The guidelines in this
section have been established to provide a fair and equitable manner for the
scheduling of the buses and to generate sufficient revenue to pay for their
operation and maintenance.
1. Authorized Trips. Only University groups and departments whose trips
have received prior approval from the department head and/or dean of
school may reserve the bus. A professional driver will be provided by the
Physical Plant Department. Each user must be accompanied by authorized
University personnel, who shall be responsible for all travel, schedules,
and arrangements. The use of the bus is limited to those destinations that
may be reached by hard surfaced roads.
2. Reservations. Application for the use of the University bus shall be
made to the Director of Physical Plant. No reservation may be reassigned
in whole or in part. The user may not delegate any control or responsibility
to any other party without prior written approval of the Director of
Physical Plant. Furthermore, reservations for one trip may not be used for
a different trip without the prior written approval of the Director of
Physical Plant.
P-8
Appendix 6
3. Priorities for Use
a. Use of University buses for athletic purposes will be given the
first priority.
b. Those departments having activities scheduled at least a year in
advance that require maximum utilization of the buses shall
receive second priority.
c. In other cases, the following shall be considered:
1) Advance Scheduling: Where feasible, the use of the
buses will be approved on a first-come, first-serve basis.
2) Distance: The distance to be traveled will be considered
in determining priority.
3) Number of Passengers: The number of passengers will
be considered in determining priority.
4) Purpose of Trip: In cases of simultaneous requests when
the number of passengers and distance are approximately
the same, the trip providing the most benefit to Stephen F.
Austin State University shall receive priority.
E. Record Keeping
Users of University vehicles are required to complete a written report on the use
of such vehicles, including a list of University personnel on the trip. Reports are
to be made daily, with a separate report required for each day. Required reports
are made on forms provided by the Grounds and Transportation Department when
checking out a vehicle.
F. Check-in
1. If returned after 7:00 a.m. or prior to 4:00 p.m. on weekdays, the vehicle
should be returned to the Grounds and Transportation Building. The
vehicle charges and reservation form, the daily record use of State Owned
Motor Vehicles form, keys, credit card(s), and gasoline receipts should be
given to Grounds and Transportation personnel.
2. If returned at some other time, the vehicle should be parked, the doors
should be locked and all the items mentioned above should be dropped
into the slot in the front door of the Grounds and Transportation Building
at Starr Avenue and University Drive.
P-9
Appendix 6
3. Individuals may lose the privilege of using University vehicles if the
vehicle(s) has been damaged during use, or if reports of vehicle use are
incomplete.
4. Purchases, other than fuel, made with University credit cards, are at the
driver's expense, subject to reimbursement. Reimbursement will be
approved when the Physical Plant is furnished purchase receipts. Receipts
must show vehicle license number, amount of purchase, and item(s)
purchased. Failure to properly present receipts will result in non
reimbursement.
5. Purchase of fuel. Fuel is furnished as part of the rental price of the
vehicle if purchased on credit cards furnished at the time of the rental.
Fuel purchased not using credit cards will be at the expense of the using
department. Reimbursement should be claimed on the travel voucher of
the individual being reimbursed.
G. Breakdowns and Accidents
1. Instructions for proper reporting and handling of accidents and
breakdowns are contained in the glove compartment of all University
vehicles.
2. In all cases in which a vehicle cannot be returned to the campus, one of
the following people should be contacted:
a. During working hours (7:00 a.m. to 4:00 p.m.)
Transportation Manager - 936/468-5107
Director, Physical Plant - 936/468-4341
b. After working hours: University Police - 936/468-2608
3. All major repairs must be arranged by the Manager of Transportation.
4. A driver involved in an accident must either report the accident to
University Police Department or to a local police agency and notify UPD
of having done so, or fill out Texas Department of Public Safety Form ST-
2 (blue form) within 24 hours and turn in to University Police upon return
to campus. UPD will:
a. Forward a copy of the accident report or the blue form to the
Safety DepartmentEnvironmental Health, Safety and Risk
Management Department -and,
b. Complete the blue form and forward it to the Texas Department
of Public Safety.
P-10
Appendix 6
5. Departments using fleet vehicles will be charged for damages as the
result of accidents or from abusive use.
6. The Environmental Health, Safety and Risk Management Safety
Department will contact the insurance adjuster, provide appropriate
information, and act as general liaison in the event of an accident.
7. The University's insurance covers a driver's liability if he/she is:
a. An approved University Driver.
b. Operating the vehicle in an official capacity.
H. Charges
Vehicle Capacity Charge per Mile
In addition to mileage charges, the following minimum charges for the
Road Buses will apply. There will be a minimum daily charge of $50.00
per day for local use and a minimum charge of $100.00 per day if the
driver is required to be away from home base overnight. If daily mileage
charges exceed $50.00 for local or $100.00 for away trips, the daily charge
will be waived. Also all expenses (meals and lodging) for the driver(s) are
the responsibility of the renting department.
I. Special Provisions
1. All drivers of buses must have a Class C-CDL license and submit to
DOT physicals and drug baseline and random testing.
2. All drivers must have a valid driver certificate issued by UPD.
3. All drivers of 15 passenger-type vans must be Certified Drivers with a
van endorsement.
4. Buses must carry at least 1/3 of their capacity.
5. Certain buses, due to mechanical condition, are restricted to use in a
150-mile radius.
P-ll
Appendix 6
6. Users of fleet vehicles who purchase gas, oil, and other products by
cash ticket or credit card must sign tickets, including license number of
vehicle and items purchased. Purchase of gas, oil, etc on other than
University credit cards furnished with the vehicle will be the responsibility
of the using department.
7. Drivers may be requested from the Physical Plant Department (PPD)
and, if available, will be furnished at a rate established annually by the
PPD. Drivers are normally paid on a portal-to-portal basis. Special
arrangements should be made for extended trips. There is a minimum
charge of two hours for any called driver.
8. No alcoholic beverages will be allowed in state vehicles.
9. No smoking will be allowed in any state vehicles.
J. 15 Passenger Van
1. All drivers of 15 passenger-type vans must be Certified Drivers with a van
endorsement.
2. All back seats are to be removed from all University owned 15 passenger
vans.
3. Passengers are limited to 11 without cargo/luggage or 9 with
cargo/luggage. All passengers must wear seat belts.
4. All cargo is prohibited on the roof. No roof racks may be installed.
5. Cargo inside the van must be stacked no higher than the top of the van
seats.
6. Vehicles rented from non University fleet must be limited to 11
passengers and follow the limitations specified for University vans.
a. All drivers of 15 passenger-type vans must be Certified Drivers
with a van endorsement if the vehicle is rented with University
funds.
b. Passengers are limited to 11 without cargo/luggage or 9 with
cargo/luggage regardless of the capacity. All passengers must wear
seat belts.
c. All cargo is prohibited on the roof. No roof racks may be installed.
d. Cargo inside the van must be stacked no higher than the top of the
van seats.
K. The University will no longer purchase 15 passenger vans.
Source of Authority: Board of Regents, President, Vice President for Business
AffoxrsFinance and Administration
P-12
Appendix 6
Cross Reference: None
Contact for Revision: Director of Physical Plant, Director ofSafetyEnvironmental
Health, Safety and Risk Management
Forms: None
P-13
Appendix 6
Departmental Accounting Responsibilities C-l 1
Original Implementation: September 1, 1987
Last Revision: January 28, 2003 April 13, 2006
It is the responsibility of each department head to exercise budgetary control over and
account for the funds and property of his/her department. For that reason all accounts are
assigned to an Account Manager. It is the responsibility of each Account Manager to
maintain records of sales and other revenues, expenditures and encumbrances including
salaries and wages, and other charges which support and supplement the Controller's
Office's records.
It is the Account Manager's responsibility to ensure that each account under his/her
control does not exceed budget limitations. In accounts where both revenues and
expenditures are projected (i.e. Designated Fund, Restricted Fund and Plant Fund
accounts), if actual revenues do not meet budgeted revenues, it is the Account Manager's
responsibility to reduce expenditures accordingly. All deficits are to be thoroughly
investigated and resolved in a timely manner.
Complete and accurate records of financial transactions are to be maintained by the
Controller's Office and made available to Account Managers who are responsible for
comparing their records with those of the Controller's Office and reporting any
differences promptly to the Controller's Office. The original approved budgets and all
authorized budget revisions for non-Restricted accounts are maintained by the Director of
Financial Services. The original approved budgets and all authorized budget revisions
for restricted grants and contracts and gift accounts are maintained by the Controller's
Office. Budget revisions for non-Restricted accounts under the Account Manager's
control can be initiated with the Budget Change and Additional Appropriation Form.
Account access designations can be made on the Administrative Account Request form.
Each Account Manager may designate one or more additional individuals in the
department to approve vouchers, requisitions, and similar documents in his/her absence.
The Purchasing Department, the Controller's Office, Printing Services, Post Office,
Physical Plant and the U.C. Bookstore Information Technology Services
(Telecommunications and Networking) and other offices initiating billing charges
through interdepartmental transfers must be informed of these designations. These
designations shall which shall be periodically reviewed and updated.
Source of Authority: Vice President for Business AffairsFmaflce and Administration
P-14
Appendix 6
Cross Reference: NoneC-4 Budget Change and Additional Appropriation, C-19
Interdepartmental Transfer (IDT)
Contact for Revision: Vice President for Business AffairsFinance and Administration,
Controller
Forms: Budget Change and Additional Appropriation Form (available from University
Printing Sendees and at http://www.uis.SFASU.EDU/sfa forms/budget chg.htmlx.
https .//apache, sfasu. edu/sfa forms/budget_chg. shtmh Administrative Account Request
(available at https://apache, sfasu. edu/sfa Jorms/adminaccountjeq. shtml)
P-15
Appendix 6
Food Purchases C-13
Original Implementation: April 13, 1988
Last Revision: January 28, 2003 April 13, 2006
With the exception of food supplies purchased for travel, educational research or
laboratory purposes, the only fUnds which may be expended for food and/or beverage
purchases shall be from Auxiliary, Designated, or Restricted Accounts.
♦-1. Expenditure of these funds for such purposes must serve a legitimate
public purpose or must further the educational function of the University.
2. Restricted funds may be used when the restrictions of the account include an
authorization to purchase these items.//allowed by the donor or granting
agency.
Payments for food purchases can be made on a University Procurement Card, (ProCard)
or with a Purchase Requisition. The ProCard receipt/ProCard transaction detail
summary or Tbethe Purchase Requisition/Payment Voucher must indicate the time and
place of the function and must identify the direct beneficiaries of the function. The
Purchase Requisition/Payment Voucher must be approved by appropriate administrative
personnel.
State funds and funds under the control of the Intercollegiate Athletic Office may not be
used to purchase alcoholic beverages. Purchase of alcoholic beverages must be approved
in advance by the appropriate vice president-
The following statement must be typed on the Purchase Requisition/Payment Voucher or
ProCard transaction detail summary -and must be certified as true and correct by the
account manager.
♦-"I hereby certify under penalty of law that the expenditure of funds for the
purchase of food and beverage is necessary for the completion of the functions of
this department, qualifies as a legitimate public purpose, or that the educational
function of the University is well served thereby."
State funds and funds under the control of the Intercollegiate Athletic Office may not bo
used to purchase alcoholic beverages.
An original itemized receipt from the restaurant or vendor must be forwarded to the
Accounts Payable Department before payment can be made to a vendor or to an
individual seeking reimbursement. Credit card receipts without an itemized receipt from
the restaurant or vendor will not be reimbursed.
P-16
Appendix 6
Source of Authority: State of Texas Purchase Policies and Procedures Guide, Board of
Regents, President, Vice President for Finance and Administration
Cross Reference: General Appropriations Act, 73rd LegislaturoPfl/zcy C-30, Purchase
Requisition; Policy C-44, Procurement Card
Contact for Revision: PresidentCoflfro//er, Director of Purchasing and Inventory
Forms: None
P-17
Appendix 6
Historically Underutilized Businesses C-16.5
Original Implementation: August 2, 1994
Last Revision: February 4, 2004April 13, 2006
MISSION
The mission of the Stephen F. Austin State University Historically Underutilized
Business (HUB) program is to insure that all vendors, including Historically
Underutilized Businesses, receive full and equal opportunity to participate in contracting
opportunities by encouraging the use of HUBs through race-, ethnic-, and gender-neutral
policies.
COMMITMENT
In accordance with Texas Government Code, Title 10, Subtitle D, Chapter 2161, and 1
Texas Administrative Code section £111.11 - through 111.28, Stephen F. Austin State
University will make a good faith effort to utilize Historically Underutilized Businesses
(HUBs) in contracts for construction, services, including professional and consulting
services, and commodities contracts. The University is committed to making a good faith
effort to increase business with HUBs by setting goals that recognize both underutilized
and overutilized businesses identified in the State of Texas Disparity Study.
Heavy Construction other than building contracts
Underutilized Goals - 6.6% (BL, HI, AS, AI)
Overutilized Goals - 5.3% (WO)
Building Construction including general contractors and operative builders contracts
Underutilized Goals - 25.1% (BL, HI, WO)
Overutilized Goals - 1.0% (AS, AI)
Special Trade construction contracts
Underutilized Goals - 47.0% (BL, HI)
Overutilized Goals - 10.2% (AS, AI, WO)
Professional Services Contracts
Underutilized Goals - 18.1% (BL, HI, WO)
Overutilized Goals - 1.9% (AS, AI)
Other Services contracts
Underutilized Goals - 33.0% (BL, HI, AS, AI, WO)
Overutilized Goals - None
Commodities contracts
Underutilized Goals - 11.5% (BL, HI, WO)
Overutilized Goals - 1.1% (AS, AI)
AI-American Indian; AS-Asian American; BL-Black American; HI-Hispanic American; WO-Woman
ADMINISTRATION
The Director of Purchasing and Inventory shall serve as the official HUB Coordinator,
executing all responsibilities associated with the position, and ensuring full participation
P-18
Appendix 6
in the HUB program by the Purchasing Department and that purchasing policies are
written to ensure HUBs have maximum opportunity to participate in all procurement
opportunities.
GOALS
In development of a HUB plan in accordance with Texas Government Code, Chapter
2161.123, the University has established the following goals and specific programs.
Goal #1
The University will ensure that best value procurement policies regarding
solicitations are written to meet or exceed the State's HUB solicitation requirements.
A. Solicitations over $5,000, but less than $25,000 will include a minimum o/at least
three informal solicitations, with no less than 50% being including half from certified
HUB's vendors.
B. Solicitations over $25,000 will include a minimum of at least five formal solicitations,
with no less than 50% being including half from certified HUB's vendors.
C. Formal solicitations will be posted to the Purchasing Department web site.
D. Solicitations exceeding $25,000 will be posted to the Texas Marketplace.
E. Solicitations $100,000 and greater will require a HUB Subcontracting Plan (HSP) to
be submitted as required by 1 TAC Section 111.14. See Goal #3.
F. Solicitations $50,000 to $100,000 will be reviewed for subcontracting opportunities,
and if appropriate, the solicitation will require a HUB Subcontracting Plan (HSP) to be
submitted in accordance with the TBPC HUB Subcontracting Plan requirements.
¥G. Opportunities for subcontractors will be posted on the SFA Purchasing web-site and
on the Texas Marketplace, as required by prime contractor contractswhen appropriate
upon request by the construction manager, architect, engineer, etc.
Goal #2
The University will pursue various forms of outreach to identify certified and non-certified
HUB vendors and non-certified minority and women-owned businesses with
which to develop a business relationship. VendorsNon-certified minority and women-owned
businesses will be advised of and/or assisted with the State's certification
process.
P-19
Appendix 6
A. The University Purchasing Department will host a vendor fair at which vendors across
the state will be invited to participate. Vendors will be provided with information
regarding how to do business with the University, as well as information about the HUB
certification process, and other state rules and guidelines. The University campus, other
state agencies, ISD's, and city and county governments will be invited to attend. HUB
vendors will be clearly identified on their company label and in the program. Other state
agencies will be invited to co-host and attend.
B. The HUB Coordinator and/or Purchasing Department buyers will attend and
participate in economic opportunity forums in the Houston, Dallas and Austin
Metroplexes and East Texas. HUB vendor information from these forums will be
disseminated to all Purchasing Department buyers as well as targeted end users.
C. The University Purchasing Department will utilize the HUB directory provided by
TBPC on-line when selecting soliciting potential suppliers and subcontractors for
commodities, services, and construction contracts.
D. The HUB Coordinator will work with the local chamber and other minority chambers
and/or business organizations to present upon request a seminar on how to do business
with the University. The seminar will include the University's HUB program and
information about the HUB certification process.
E. The University Purchasing Department will send a mail piece to all new Texas
vendors added to the University's vendor database advising them of the State's HUB
certification process.
F. The University will host at least four (4) HUB vendors per year at a eae-HUB
iorum(s) at which the HUB vendor(s) will be per year in which a HUB vendor is invited
to present their business to appropriate procurement personnel from the Purchasing
Office as well as end users with delegated purchasing authority. When appropriate,
contracted construction managers or architect/engineers will be invited to attend.
G. The University will work with prime contractors assisting them in identifying HUBs,
providing lists of potential subcontractors from the TBPC Centralized Master Bidder's
Lists, and posting subcontracting opportunities on the SFA web-site.
Goal #3
Stephen F. Austin State University will seek to contract with HUBs indirectly
through subcontracting opportunities in accordance with Texas Government Code,
Chapter 2161, Subchapter F and Commission HUB Rules, 1 TAC Section 111.14.
A. Solicitations $100,000 or greater will include the TBPC HUB Subcontracting Plan
(HSP) requirements as developed by the HUB Coordinator. Respondents will be required
P-20
Appendix 6
to submit a HUB Subcontracting Plan (HSP) as required by the solicitation documents in
order for the response to receive consideration.
B. Cooperative and emergency procurements completed without a solicitation and valued
at $100,000 or greater will include HUB Subcontracting Plan (HSP)
requirements. Contractors will be forwarded information about the University's mentor
protege program at the time of award of construction contracts.
C. Contractors will be provided information about the University's mentor-protege
program atpre-bid conferences and/or at the time of award of contracts valued at
$100,000 or greater. The University HUB Subcontracting requirements allow bidders to
use a subcontractor with whom they are engaged in a registered mentor protege
agreement in lieu of soliciting other HUB subcontractors.
D. Contractors will be advised that the Purchasing office will post subcontracting
opportunities on the SFA Purchasing web site and the Texas Marketplace upon
request. Construction contracts will require the Prime Contractor to provide
subcontractor bid opportunities to the HUB Coordinator for posting on the SFA
Purchasing web-site and on the Texas Marketplace.
Goal #4
The University will establish educational training for personnel making
procurement decisions to assure compliance with stated objectives.
A. The University Purchasing Department will publish a newsletter from time to time
including HUB information.
&A. The University Purchasing Department will conduct training seminars for all campus
departments advising them of all current purchasing policies and procedures, including
HUB good faith effort requirements.
GB. ProCard training will include an emphasis on the need to make small purchases from
HUBs.
DC. The Purchasing Department will use the TBPC listing to provide maintain a web site
providing HUB resources for SFA departments.
Goal #5
The University will gather HUB data to comply with state reporting requirements.
A. Semi-annual and annual report data will be submitted within the timeframe and in the
format required by TBPC.
P-21
Appendix 6
B. Semi-annual and annual reports will be scrutinized closely for correct vendor number
data.
C. HUB Subcontracting information will be compiled on a monthly basis and reported
semi-annually and annually.
D. Monthly HUB reports will be submitted to the President of the University providing
HUB expenditure data for each vice presidential division and including individual
department contributions to the University's overall HUB percentage.
Goal #6
The University will maintain a program to foster long-term relationships between
leaders of mature established companies and emerging minority and women owned
companies (that are HUB certified or eligible to be HUB certified) in order for the
latter to benefit from the knowledge and experience of the established firm.
A. The University offers a Mentor-Protege program patterned after the TBPC program
and in accordance with Government Code 2161.065.
B. The University will sign Memorandums of Understanding with organizations such as
SCORE and the Angelina Procurement Assistance Center to assist in developing the
mentor-protege agreement and analyzing the protege's business plan.
C. The University's Mentor-Protege program will be advertised at all HUB Economic
Opportunity Forums attended.
D. Vendors with whom expenditures of $100,000 or more are recorded annually will
receive an annual mailing with information about the University's mentor-protege
program requesting that they consider participating.
Source of Authority: Board of Regents, President, Vice President for Finance and
AdministrationBusiness Affairs
Cross Reference: Texas Government Code, Title 10, Subtitle D, Chapter 2161; and
Texas Administrative Code, sections 111.11 through 111.28, Policy C-7 Best Value
Procurement
Contact for Revision: Director of Purchasing and Inventory/HUB Coordinator
Forms: None
P-22
Appendix 6
Purchasing Ethics and Confidentiality C-33
Original Implementation: Unpublished
Last Revision: January 19* April 13, 2006
Credibility and public confidence are vital throughout the purchasing and contracting
process. If any involved party displays a lack of honesty, integrity or openness, the entire
program is injured. Even the shadow of doubt can be as harmful as the conduct itself.
Any SFA employee involved in any form of procurement or the procurement process
may not:
• participate in work on a contract by taking action as an employee through decision,
approval, disapproval, recommendation, giving advice, investigation or similar action
knowing that the employee, or member of their immediate family has an actual or
potential financial interest in the contract, including prospective employment;
• solicit or accept gifts or gratuities which might tend to influence purchasing decisions;
• be employed by, or agree to work for, a vendor or potential vendor;
• knowingly disclose confidential information for actual or anticipated personal gain, or
for the actual or anticipated gain of another person.
When an actual or potential violation of any of these standards is discovered, the person
involved shall promptly file a written statement concerning the matter with an appropriate
supervisor. The person may also request written instructions and disposition of the
matter.
Written disclosure must be signed by the President for any contract of $1 million or more
in value. All such written disclosures will be retained in the Purchasing Office.
Reference Ethics Policy E 56 for specific information regarding the disclosure.
If an actual violation occurs or is not disclosed and remedied, the employee involved may
be either reprimanded, suspended, or dismissed. The vendor or potential vendor may be
barred from receiving future contracts and/or have an existing contract canceled.
If not related to a particular transaction, University employees may accept from vendors
and others: (1) unsolicited advertising or promotional material such as pens, pencils,
scratch pads, and calendars; (2) occasional business lunches or food and refreshments of
insignificant value; and (3) other items of nominal or minor value (i.e., a box of candy or
fruitcake, etc.) that are merely tokens of appreciation. Refer to Ethics Policy E-56 for the
statutory definition of a "benefit."
P-23
Appendix 6
Written disclosure must be signed by the President for any contract of$l million or more
in value. All such written disclosures will be retained in the Purchasing Office.
Reference Ethics Policy E-56for specific information regarding the disclosure.
Specific disclosure is required for Consultant Contracts by any officer or employee with
a financial interest or an individual related to the officer or employee with a financial
interest. Reference Professional and Consultant Services Policy C-45 for specific
information regarding the disclosure.
Purchasing professionals have the right under law to have any ethics question reviewed
and decided by the State Ethics Commission. If you wish to learn whether a specific
action violates the ethics rules, please contact the State Ethics Commission, 1101 Camino
La Costa, Austin, Texas 78752 or call them at 1-800-325-8506.
Source of Authority: Vice President for Finance and Administration, Texas Government
Code 2262.004, Texas Government Code 2254.032
Cross Reference: Ethics Policy E-56, Professional and Consultant Services Policy C-45
Contact for Revision: Director of Purchasing and Inventory
Forms: None
P-24
Appendix 6
Professional and Consultant Services C-45
Original Implementation: October 26, 1999
Last Revision: October 23, 2003April 13, 2006
Before entering into a Professional or Consultant Services contract, the department must
determine whether the individual should be hired as an independent contractor through
the procedures outlined herein or as an employee through the PAR process. To make this
determination, refer to the IRS 20-Question test
(http://www. taxprophet. com/apps/active2/indep-mm.
/?rm/\v\\r\v.myplanet.net/rstrate/NSN_IRS_20_Questions.html).
DEFINITIONS
"Professional Services" means those services within the scope of the practice of:
1) accounting
2) architecture
3) landscape architecture
4) land surveying
5) medicine
6) optometry
7) professional engineering
8) real estate appraising
9) professional nursing
or those services provided in connection with the professional employment or practice of
a person who is licensed or registered as
1) a certified public accountant
2) an architect
3) a landscape architect
4) a land surveyor
P-25
Appendix 6
5) a physician, including a surgeon
6) an optometrist
7) a professional engineer
8) a state certified or state licensed real estate appraiser
9) a registered nurse
Based on State Comptroller object codes and associated reporting requirements, the
following types of services are also categorized as professional services and will be
processed under the same rules and guidelines defined herein:
1) guest artists
2) guest entertainers
3) guest lecturers
4) guest musicians
5) guest performers
6) guest speakers
7) other professional services
"Consulting Services" means the service of studying or advising a state agency under a
contract that does not involve the traditional relationship of employer and employee.
A consultant may be used only if there is a substantial need for the consulting services
and only if the agency cannot adequately perform the services with its own personnel or
obtain the consulting services through a contract with a state governmental entity.
"Major Consulting Services Contract" means a consulting services contract for which
it is reasonably foreseeable that the value of the contract will equal or exceed $25,000.
NOTE that the $25,000 threshold is not a one-time cost, but rather a cumulative amount
for on-going consulting services.
"Consultant" means a person that provides or proposes to provide a consulting service.
The term includes a political subdivision but does not include the federal government, a
state agency, or a state governmental entity.
SELECTION OF A PROVIDER
P-26
Appendix 6
A "Professional Service" provider is not to be selected on the basis of competitive bid but
rather 1) on the basis of demonstrated competence and qualifications to perform the
services; and 2) for a fair and reasonable price, as long as professional fees are consistent
with and not higher than the recommended practices and fees published by the various
applicable professional associations and do not exceed the maximum provided by law.
Architectural, engineering, or land surveying services must be procured in the following
manner in accordance with Government Code 2254.
1) Select the most highly qualified provider based on demonstrated competence and
qualifications;
2) Attempt to negotiate a contract with the selected provider at a fair and reasonable
price;
3) If a satisfactory contract cannot be negotiated with the most highly qualified provider,
formally end negotiations with that provider; select the next most highly qualified
provider; and attempt to negotiate a contract at a fair and reasonable price. The selection
process for architectural, engineering, or land surveying services shall continue in this
manner until a contract is accepted by all parties.
A "Consulting Service" provider is to be selected based on demonstrated competence,
knowledge, and qualifications and on the reasonableness of the proposed fee for the
services. If other considerations are equal, preference shall be given to a consultant
whose principal place of business is in the state or who will manage the consulting
contract wholly from an office in the state.
If competitive soliciations bidding will enhance the selection process for either
professional or consulting services, contact the Purchasing Director to discuss options for
making informal price comparisons or preparing a formal Request For Proposal.
Major Consultant Contracts $25,000 or greater must be submitted to the Legislative
Budget Board and the Governor's Budget and Planning Office, and must be submitted to
the secretary of state for publication in the Texas Register for a minimum of 30 days. The
published invitation must include a finding by the President that the consulting services
are necessary and an explanation of that finding. The General Counsel's office must be
contacted to process this paperwork.
Professional or Consulting Service solicitations $25,000 or greater must be posted on the
State Business Daily (Marketplace) up to 21 days prior to the date of service.
Professional or Consulting Services $50,000 or greater must be approved by the Board of
Regents. (Items Requiring Board of Regents Approval, Policy D20.5)
CONFLICTS OF INTEREST REGARDING CONSULTANTS
P-27
Appendix 6
Upon submittal of an offer by a private consultant to provide consulting services to SFA,
any officer or employee shall report to the President within 10 days of receipt of the
offer: 1) any financial interest that the officer or employee has in the private consultant,
or 2) any financial interest in the private consultant of anyone related to the officer or
employee within the second degree by consanguinity or affinity as determined under
Chapter 573. Reference Government Code 2254.032 and Ethics Policy E-56.
RESTRICTIONS ON HIRING PREVIOUS OR RETIRED EMPLOYEES
1. HIRING A PAST EMPLOYEE AS A PROFESSIONAL OR CONSULTANT
State Funds - strictly prohibited within 12 months of the employee's separation date
Local Funds - allowed within 12 months of the employee's separation date ONLY with
Presidential approval and ONLY with discretionary funds; the purchase process will
follow that outlined in 'Procedures For Securing Professional Or Consultant Services'.
2. HIRING A RETIREE AS A PROFESSIONAL OR CONSULTANT
State Funds - strictly prohibited within 12 months of the employee's separation date
Local Funds - allowed within 12 months of the employee's separation date ONLY with
Presidential approval and ONLY with discretionary funds; the purchase process will
follow that described below.
3. HIRING A PAST EMPLOYEE/RETIREE AS A CONSULTANT
If a past employee or retiree is hired within 2 years of leaving SFA or any other state
agency, the consultant must disclose in his/her offer or contract the following
information: a) nature of employment at the agency; b) the date employment was
terminated; c) the annual rate of compensation at termination. This requirement does not
apply to professional services.
4. HIRING A COMPANY EMPLOYING A PAST OR RETIRED EMPLOYEE AS
A PROFESSIONAL OR CONSULTANT
Any Funds - allowed only if the past or retired employee does not work on a project that
was similar to his/her duties while employed by SFA within the first 12 months of
leaving.
5. HIRING AN EXECUTIVE DIRECTOR OF ANY STATE AGENCY FOR ANY
CONTRACT
Any Funds - Restrictions apply to contract for professional or consultant services with a)
the executive director of the state agency; b) a person who at any time during the four
P-28
Appendix 6
years before the date of the contract was the executive director of the state agency; c) a
person who employs a current or former executive director of a state agency.
(Government Code 669.003)
PROCEDURES FOR SECURING PROFESSIONAL OR CONSULTANT
SERVICES
1) Determine if the need is that of a professional or a consultant service. Contact the
Purchasing Director or Office of the General Counsel if assistance is needed in making
this determination.
2) Determine if the selection of a professional or consulting service provider would be
enhanced by informal price or qualifications comparisons or a formal Request For
Proposal or Request for qualifications process. Contact the Purchasing Director to discuss
options.
3) Once the need is identified, enter the requisition. Amounts may be estimated. If the
vendor will perform essentially the same service on multiple dates, only one requisition is
to be entered with separate lines for each date.
4) If the contract is a "Major Consultant Contract", the department must complete a
Major Consulting Contract Request form at least 60 days prior to the need for service.
The form is to be forwarded to the Office of the General Counsel to facilitate the finding
and posting requirements stated above under 'Selection Of A Provider'.
5) Negotiate a contract, either directly or through Purchasing. All applicable rules
associated with the amounts specified in 'Selection of A Provider' must be followed.
6) Agreements for expense reimbursement only do not require execution of a formal
contract. Other professional or consultant agreements require a formal contract be
reviewed by the Office of the General Counsel and signed by the President.
7) The department may draw up a contract using samples provided by General Counsel
(www.sfasu.edu/gencounsel/howtos2.htm) or Purchasing may complete the contract. The
contract may be complex or very simple depending on the nature of the services to be
provided and must clearly define:
a. The responsibilities of each party, in clear detail
b. The period of time the contract is to be in effect
c. The amount of payment
d. The terms of payment
P-29
Appendix 6
e. The contractor's federal identification or social security number for payment
processing; to secure this information, the department should have the Contractor
complete a W9 form. The form can be obtained from the Controller's Office
8) The contract must be reviewed by SFA General Counsel and signed by the President
or other administrator with written delegated contracting authority.
9) The completed contract with signatures of all parties must be forwarded to Purchasing
for completion of the Purchase Order.
10) The receiving entry must be made in the FRS system. Payment will be made through
normal Accounts Payable procedures. To insure inclusion in a particular Thursday's
check run, the department should have payment information to Accounts Payable by the
previous Friday.
11) The consultant's report, if applicable, must be on file in Accounts Payable before
payment will be made.
Source of Authority: Texas Government Code Title 10, Subtitle F, Section 2254; Texas
Government Code Title 10, Subtitle F, Section 2252.901; Texas Government Code Title
6, Section 669.003; Vice President for Business Affairs
Cross Reference: No&eEthics Policy E-56, Purchasing Ethics and Confidentiality Policy
C-33
Contact for Revision: Director of Purchasing and Inventory
Forms: Sample forms/clauses available on General Counsel's web page,
www.sfasu.edu/gencounsel/howtos2.htm
P-30
Appendix 6
Loudspeakers Use of Amplified Sound on Campus Grounds D-21
Original Implementation: September 17, 1982
Last Revision: April 30, 2002April 13, 2006
Application to use loudspealcers amplified sound on campus shall be made to the Office
of Student Affairs Activities at least 24 hours in advance of the proposed use. Ordinarily,
electronic amplified sound equipment loudspealcers may not be used outside on campus if
such use would be disruptive.
This rule does not apply to the University and its agents, servants, or employees, acting in
the course and scope of their agency or employment; nor does it apply to the Stephen F.
Austin State University Alumni Association or the Stephen F. Austin State University
Foundation.
SOURCE OF AUTHORITY: Vice President for University Affairs
CROSS REFERENCE: SFA Web pages
CONTACT FOR REVISION: Executive Director of Student Affairs
FORMS: Reservation for Campus Grounds
P-31
Appendix 6
Parking and Traffic Regulations D-24
Original Implementation: September 1, 1961
Last Revision: April 28, 2005April 13, 2006
General Information
1. These regulations are approved by the Board of Regents of Stephen F. Austin State
University.
2. The University Police Department has the responsibility and the legal authority for the
enforcement of the traffic and parking regulations listed in this booklet.
3. The University considers the use of a vehicle on campus a convenience and is not
obligated to furnish unlimited parking space to accommodate all vehicles. The University
will, however, attempt to provide a reasonable number of parking spaces in keeping with
available resources.
4. Every person operating a motor vehicle on University property is held responsible for
obeying all University traffic and parking regulations as well as all city and state parking
and traffic regulations. All vehicles operated on the University property must display
a valid parking permit 24 hours a day 365 days a year.
5. The term "University property" is interpreted to include all properties under the control
and jurisdiction of the Board of Regents of Stephen F. Austin State University.
6. The term "visitor" is interpreted to mean an individual with no official connections
with Stephen F. Austin State University as either a student, faculty, or staff member, or
employee of private contractors assigned to Stephen F. Austin State University.
7. Visitor parking is set aside for special interest areas of the University. These spaces
may not be utilized by University personnel, students, or employees of private
contractors assigned to Stephen F. Austin State University. These spaces are reserved
for bonafide visitors to the University. Visitors should obtain a visitor parking permit
from the University Police Department or Information Booth on Vista Drive. Visitors are
required to show a valid Driver's License to obtain a visitors permit.
8. Handicapped parking is provided in all parking lots on campus. These spaces are
reserved 24 hours a day, seven (7) days a week for the holders of handicapped
parking permits. A current SFA parking permit is also required.
9. The University Police Department offers escort service upon request between dusk and
dawn to individuals requiring transportation to and from residence halls, academic
P-32
Appendix 6
buildings, and/or vehicles. To receive an escort, request in person at the University Police
Department, or by telephone at 468-2608. The University Police Department also
provides escort 24 hours a day to local hospitals for emergencies where an ambulance
with immediate medical care is not needed. For further information on the escort service,
call the University Police Department at 468-2608.
10. If a vehicle becomes temporarily disabled and cannot be parked in its assigned area, it
must be reported to the University Police Department. The fact that the vehicle is
temporarily disabled will be recorded and an officer will either render assistance or
authorize temporary parking. Temporary parking will only be authorized for 24 hours or
less. If parking for a longer period is necessary it must be renewed at 24 hour intervals.
Temporary parking will not be authorized in areas that are not parking spaces (tow away
or no parking zones, etc.) or in Handicap Parking.
11. A permit may not be purchased for display on a disabled vehicle. For these purposes,
a disabled vehicle is a vehicle that has been disabled for more than three weeks.
12. Services such as jump starts and unlocking vehicles are offered by the University
Police Department as time permits. The University Police Department does not change
flats, push cars or perform any major automotive service.
Vehicle Registration
1. All faculty, staff, students (full or part-time), or employees of private contractors or
other government agencies assigned to Stephen F. Austin State University, who operate a
vehicle on University property, regularly or occasionally, are REQUIRED to obtain a
parking permit. In order to purchase a Faculty/Staff permit after September of the
Academic year, the Faculty/Staff member must first go to the Business Office located on
the second floor of the Austin Building and pay for the permit. After payment is made,
bring the receipt to the Permits Office at the University Police Department and a
Faculty/Staff permit will be issued. Vehicles may be registered at the University Police
Department 24 hours a day.
2. The registration of all vehicles parked on campus is required, but registration in itself
is no guarantee of a parking space near the place where one works, resides or attends
classes. The responsibility of finding a LEGAL parking space rests with the vehicle
operator and lack of space is not a valid excuse for violations of any parking regulations.
3. A permit must be obtained for each academic year or portion thereof.
4. Permits for the current academic year may be obtained at any time during the academic
year. Persons may obtain permits for the next academic year beginning August 1 for
faculty, staff, and employees of private contractors assigned to campus and August 20 for
students.
P-33
Appendix 6
5. A permit must be displayed on the vehicle no later than the first University business
day that the vehicle is brought on campus.
6. The permit must be displayed as designated by the University Police Department. Only
the permit for the current academic year should be displayed.
7. Vehicles owned by students may not normally be registered in the name of a faculty or
staff member.
8. Faculty, staff, or employees of private contractors or other government agencies
assigned to Stephen F. Austin State University changing permit status or students
changing permit status or vehicles must obtain a new permit no later than the first
University business day after the change takes place. If an identifying portion of the
original permit is presented at the time of replacement, replacement permits will be
issued for $8.00each. Otherwise the regular fee will be charged, A vehicle should not be
sold with the parking permit still displayed.
9. Should a parking permit become mutilated or obliterated in any way, a new permit
must be obtained from the University Police Department. When the remnants of the old
permit are presented, a replacement will be issued for $8.00.
10. The permit holder is held responsible for all violations. A citation is not excused on
the plea that another person was driving the vehicle.
11. Fees for vehicle registration:
• a. Faculty, Staff, or Other Government Agencies
The cost of the Faculty/Staff permit can be purchased by paying
100% pf the cost at the Business Office located on the 2nd floor of the
Austin Building or by paying a percentage per month through payroll
deduction in association with the employee's contract or regular job
assignment if less than 12 months. Only Faculty/Staff Permits can be
purchased through payroll deduction.
P-34
Appendix 6
b. Campus Resident Parking
(l)Full First Vehicle $48
Year
Second Vehicle $32
(2) After First Vehicle $32
Jan. 1
Second Vehicle $24
(3) Summer $16
• c. Commuters (Off Campus Residents) and Motorcycles
(l)Full $32
Year
(2) After $24
Jan. 1
(3) Summer $16
• f. Employees of Private Contractors
$48 per vehicle per semester (Fall, Spring, and Summer)
(The Summer semester will incorporate both Summer I and Summer II
sessions)
g.Occupied Recreational Vehicle
(1) After four Per Night $32
days
P-35
Appendix 6
12. -Student Center Parking Garage Fees
The use of the Student Center Parking Garage is deemed Pay-Per-Use 24 hours a day,
7 days a week Persons parking in the Student Center Parking Garage must swipe either
a credit card, debit card, Jacks Buck card, or apre-paid card obtained from the
University Police Department in order to gain entrance to the garage. Upon exiting the
garage, the person must then swipe the same card (used to enter)&s- was swiped to enter
in order to exit. The person's credit card, debit card, Jacks Bucks card, or pre-paid
card will then be charged the appropriate amount for the time parked in the garage. The
following is the fee schedule for use of the Student Center Parking Garage:
A. Any University department hosting an event on campus may request
parking for the Student Center Garage. It will be the individual
department's responsibility to notify the University Police Department
with a reasonable amount of time or within 48 hours of the event (See
University Police F-5 Building Security/Special Events) with the number
of permits/passes needed for the event. Passes for the Student Center
Parking Garage will not be issued without a minimum of 48 hours notice.
This is to allow for the parking arraignmentsarrangements to be made to
accommodate the visitors to our campus. The fee for a department to
utilize the parking garage for an event is $8 per day for the firs tup to 9
passes, or $6 per day if 10 or more are purchased. The amount will be
charged to the requesting department via Inter-Departmental Transfers
(IDT's).
B. Any Faculty/Staff member or sStudent wishing to purchase a Contractual
Space in the Student Center Parking Garage may do so for $200.00 per
semester (Summer I and Summer II are combined for a contractual space).
Persons purchasing a contractual space must also purchase a valid
parking permit. Contractual Spaces will not be reserved on any of the
levels in the parking garage for these spaces.
C. Any person wishing to purchase a pre-paid Pay-Per- Use card may do so
by contacting the University Police Department. Pay-Per-Use cards will
credited with a pre-paid amount and will decrease in value with each use
(I e. debit card). Persons wishing to purchase a Pay-Per- Use card will be
required to make a payment to the Business Office, located on the 2nd floor
P-36
Appendix 6
of the Austin Building, or by signing an agreement for the amount to be
placed on the student *s bill
D. Any person wishing to park a motorcycle in the the Student Center
Parking garage will be required to follow the same rules and guidelines as
a vehicle.
13. Aikman Dr. Parking Garage
The Aikman Dr. Parking Garage will be reserved for Faculty/-*md£taff and
Housing Permit holders as indicated in this policy, pages 6-8, Parking Regulations.
Signs will be posted on both the exterior and interior of the parking garage indicating
which area is Faculty and Staff and which area is Housing parking.
14. Carolyn St. Parking Garage
The Carolyn St. Parking Garage will be reserved for Housing Permit holders as
indicated in this policy, pages 6-8, Parking Regulations.
Required Display of Permit
Registration is not complete until a current registration permit is properly displayed as
follows:
1. Proper Display
To be properly displayed, the permit must be permanently affixed in the position listed
below for vehicle type. Taping or clipping the permit is not considered as permanent
placement (except faculty/staff permit, visitor permit, vendor, and temporary permit).
♦ a. Student permits must be displayed on front windshield within 2
inches of the State Registration sticker.
b. Motorcycle and trailer permits must be displayed where they can be
seen without difficulty.
c. Faculty and staff, temporary, vendor and visitor permits shall be
displayed from the rear view mirror in a manner to be visible from both
the front and rear of the vehicle. If vehicle does not have a rear view
mirror, the permit shall be placed face up on the driver's side of dash, but
not obstructing view of the vehicle identification number. Faculty and
staff permits may be displayed on any vehicle to be used by the permit
holder.
P-37
Appendix 6
d. If a person other than the original permit holder is driving a permitted
vehicle, that person must adhere to the same restrictions as the permit
holder as to parking in the designated parking lot assigned by the permit.
4e. The procedure for Faculty/Staff to follow in the instance that their
permit is lost or stolen is as follows:
1. Come to the University Police Department as soon as you
discover that the permit is missing and file a police report.
2. Come to the Permits Office after a police report is filed and we
will issue a Temporary Permit for 30 days. If the permit is not
found during those 30 days, the Faculty/Staff member will be
required to purchase a NEW permit.
2. Permit Not Transferable ander Non-Refundable
A permit is non-refundable and is not transferable or non refundable from the person to
whom it is issued. A student permit is not transferable from the vehicle for which it is
issued. Faculty, staff, vendor or private contractor permits may be moved from one
vehicle to another and can be displayed on any vehicle used by the permit holder. Resale
of parking permits is prohibited and will be considered as a false or fictitious permit.
Types of Permits
1. Permanent Permits:
• a. Faculty, Staff, or Private Contractor
These permits are issued to employees (non-student) of the University, or
other government agencies assigned to the campus, or as authorized by the
Chief of Police. These permits designate a particular lot assignment.
Holders of this type of permit may use available faculty and staff spaces
outside their assigned lots to conduct University business on a temporary
basis. These permits must be returned to the University Police Department
if employment on campus ceases.
b. Campus Resident Parking
These permits are issued to students who live in on-campus housing only.
Holders of these permits may park in any area designated as "Campus
Resident" parking or "All Permit" parking. A valid student ID and proof of
liability insurance on the vehicle being registered is required. If the
student's on campus housing status changes from on-campus to off
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Appendix 6
campus, the student must surrender their Housing Permit and purchase a
Commuter Permit
c. Commuters (Students not Living in University Housing)
These permits are issued to students not living in University housing or
faculty, staff or students who wish to park in areas designated as "All
Permit" parking areas. Holders of these permits may park in areas
designated as "All Permit" area parking. A valid student ID and proof of
liability insurance on the vehicle being registered is required.
d. Motorcycle
These permits are issued to faculty, staff, students, or employees of private
contractors assigned to Stephen F. Austin State University. Holders of
these permits may park in areas designated as motorcycle parking.
Motorcycle permits are separate in themselves from Faculty/Staff,
Student, or Vender permits and must be purchased as such. A valid
student ID and proof of liability insurance on the vehicle being registered
is required.
e. Trailer
These permits are issued to faculty, staff, students, or employees of private
contractors assigned to Stephen F. Austin State University who need to
park trailers on campus. Trailers may not exceed 21 feet in length. Holders
of these permits may park the trailer in any legal parking space in which
the permit holder's vehicle is assigned.
f. Vendor
These permits are issued to vendors to the University community upon
approval of the Chief of Police or his designated representative.
g. Employees of Private Contractors
These permits are issued to Employees (non-student) of Private
Contractors assigned to the Stephen F. Austin State University campus.
These permits designate a particular lot assignment. Holders of these
permits may use available faculty/staff spaces in their assigned areas.
These permits must be returned to the University Police Department if
employment on campus ceases.
g. Occupied Recreational Vehicles
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The owner or operator of any recreational vehicle parked and occupied
(used as place of lodging either permanent or temporary while on the
campus of Stephen F. Austin State University) must register that vehicle
with the University Police Department as a recreational vehicle. A permit
will be issued for the vehicle. There is no fee for the use of a recreational
vehicle on campus for up to four nights per semester. Beginning on the
fifth night per semester a recreational vehicle is occupied, a fee of $32.00
per night will be due and will be due for each subsequent night that the
vehicle is occupied. Permits may be obtained and fees paid at the Business
Office located on the 2nd floor of the Austin Building. Permits must be
obtained and fees must be paid in advance of each nights stay. The valid
permit must be displayed in the front window of the vehicle or the front
window of the tow vehicle near the vehicle inspection sticker. The fee is
for parking only. No facilities are provided. A recreational vehicle owned
by a student living on campus may be registered as a regular vehicle, but
may not be occupied as a recreational vehicle on campus unless it is also
registered as a recreational vehicle. If this vehicle is occupied, the
recreational vehicle fees are due in accordance with this policy in addition
to the regular parking permit fee.
2. Handicapped Permits:
• a. Handicapped Permits and Temporary Handicapped Permits are issued
by the County Tax Assessor-Collector of any Texas County.
b. Only vehicles displaying a Handicapped Permit or Temporary
Handicapped Permit may park in "Reserved for Handicapped" parking
spaces or any other area designed for disabled persons such as an access
ramp or curb cut. These vehicles must also display a valid Stephen F.
Austin State University parking permit.
c. A vehicle displaying a valid SFA parking permit and a valid
handicapped permit may
park in any non-reserved parking space on campus. Reserved parking
places are
reserved 24 hours a day, seven (7) days a week for service vehicles,
residence hall
directors, and loading zones.
d. Permits assigned to vehicles displaying appropriate Disabled Parking
Placards will
be issued in compliance with Texas Transportation Code: section
0681.0006
Parking Privileges: Persons with Disabilities and section 0681.0008
Parking
Privileges: Veterans with Disabilities.
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Appendix 6
e. Faculty/Staff members who have a valid Handicap Placard or License
Plate issued by the State of Texas may purchase a Commuter Permit for
$32.00 in lieu of a Faculty/Staff permit.
3. Temporary Permits:
• a. Substitute Vehicle
If a vehicle other than the vehicle registered with the University must be
parked on campus, a temporary permit must be obtained at the University
Police Department no later than the first University business day after the
vehicle is brought on campus. When a vehicle (with a valid permit) is sold
and the permit is not removed, a temporary parking permit can be issued
for two (2) weeks and renewed for an additional two (2) weeks for the
substitute vehicle. This will give the owner time to retrieve the parking
permit. If unable to get the old permit during this time, a new permit must
be purchased. A valid student ID and current proof of liability insurance
on the vehicle being registered is required. A Temporary Permit may be
given to a student who has already purchased a current permit and needs
to use a different vehicle temporarily. The temporary permit may be
issued in two week increments and can be renewed once after it is
originally issued free of charge. After this one month period, the student
will be required to pay a $3.20 fee per week for the temporary permit.
Temporary Employees paid by the University may receive a free
temporary permit for one month after which they will be required to
purchase a regular Faculty/Staff permit or pay a weekly charge of $3.20
per week for the temporary permit.
b. Short Term Vehicle
Operators not having a vehicle registered with the University who need to
operate a vehicle on campus for a short period of time may purchase a
temporary permit for $2tQ03.20 per week. This permit must be obtained at
the University Police Department no later than the first University
business day after the vehicle is brought on campus. A valid student ID
and current proof of liability insurance on the vehicle being registered is
required.
c. Loading and Unloading Permit
A temporary permit may be obtained at no charge for loading or unloading
heavy equipment, supplies, bulky class projects, etc., in an area other than
the area designated on one's regular valid permit. Vehicle must be parked
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Appendix 6
in a legal parking space in the assigned lot for loading/unloading. These
permits may be obtained at the University Police Department.
d. Temporarily Sick or Injured Permit
A temporary permit may be obtained by a person who is temporarily
disabled, due to illness or injury, to park in areas other than the area
designated on his/her regular valid permit. An application for this permit
must be accompanied by a doctor's statement. Parking assignments will be
made in keeping with available resources.
Parking Regulations
1. The University reserves the right to enforce parking and traffic regulations:
• a. through the issuance of citations and the collection of fees for
offenses.
b. through the impoundment of vehicles in place or removal by towing of
vehicles interfering with the movement of vehicular or pedestrian traffic or
involved in specified parking offenses.
c. by the suspension or revocation of permits for repeated offenses.
d. by barring re-admission of any student for non-payment of outstanding
fees.
e. by withholding a student's official transcript and/or diploma.
f. by other such methods as are commonly employed by city or state police
in the control of traffic.
2. Parking areas are designated by metal signs and/or color coding on a map obtained
from the University Police Department. These signs and maps indicate the type of permit
holder for which the area is reserved. Certain lots are reserved for permit holders
assigned to that lot only.
3. Parking areas are generally reserved for the type of permit holder indicated by signs
from 6:00 a.m. to 4:00 p.m., Monday through Friday, except as otherwise indicated.
Parking lots 8W (North of Education Building) and 15 (Early Childhood Lab/Outdoor
Pool) are reserved Monday through Friday until 8:00 p.m. A portion of Lot 47,
(Commuter Lot) as identified by metal signs, is reserved for Band Practice on Tuesday,
Wednesday and Thursday after 3:30 P.M. Vehicles will be towed, at owner's expense,
from this area during this designated time.
a. A valid parking permit is required for parking at the Health Clinic.
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Appendix 6
b. Pecan Park (Lot 54): All spaces facing the pavilion are reserved for
Park Patrons ONLY.
4. Unpaid charges for parking offenses are recorded in the name of the person who has
registered the vehicle with the University Police Department or in the name of the person
in whose name the vehicle is registered with some official state motor vehicle registration
department or agency. NOTE: If a student has the same family name and/or home
address as the registered owner, then the unpaid charges on non-permitted vehicles will
be recorded in the student's name. Parking permits and parking fines not paid will be
subject to collection. Any charges associated with collection will be your responsibility.
5. A temporarily sick or injured person with a temporary "Special" permit may park only
in those areas specified on the permit by the University Police Department. Vehicle must
have a valid permanent parking permit.
6. Several parking spaces, regardless of the area in which they are located, are reserved
24 hours a day, seven (7) days a week for service vehicles, Residence Hall Directors
Handicapped, or as loading zones. This also includes UPD Business, Police Vehicles
Only and VIP Parking at Hall 20 spaces.
7. Several parking spaces too small for conventional vehicles have been designated for
motorcycles by curb markings. Spaces so marked are for two-wheeled motor vehicles
only. Motorcycles may not mark in No Parking Zones, Fire Lanes, or any other space
not deemed a legal parking space.
8. Certain parking spaces have been designated as "20 minute" parking spaces. These
spaces are so designated to provide short-term parking for business access to the Stephen
F. Austin State University Post Office, University Center offices and other designated
areas. Overparking in these spaces is prohibited. Citations may be issued for each 21-
minute segment of overparking. STUDENTS, FACULTY, STAFF, AND PRIVATE
CONTRACTORS MUST HAVE A VALID SFA PERMIT DISPLAYED WHILE
PARKED IN 20-MINUTE PARKING.
9. All vehicles, except motorcycles, must park head-in and within a defined space in lots
and streets having angle or head-in parking.
10. Vehicles are prohibited at all times from parking in reserved spaces without a proper
permit, no parking zones, tow-away zones, fire lanes, crosswalks, loading zones or
service driveways, on lawns, curbs or sidewalks, barricaded areas or in any manner which
obstructs the flow of vehicular or pedestrian traffic.
11. Students, faculty, staff and employees of private contractors or other government
agencies assigned to Stephen F. Austin State University are expected to be familiar with
and abide by these regulations at all times. The fact that a certain citation is not issued
when a vehicle is illegally parked does not mean or imply that the regulation or law is no
longer in effect.
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Appendix 6
12. The responsibility for obtaining knowledge of all laws and regulations in force rests
with the motor vehicle operator.
Violations and Enforcement of Parking Regulations
1. General Violations:
• a. Parking a vehicle displaying a valid permit, but in violation of lot or
area assignment.
• Fee: $24.00
Above parking control will apply from 6:00 a.m. to 4:00 p.m., Monday
through Friday. Reserved lots are reserved until times indicated by
signage.
b. Parking backward in a parking space.
• Fee: $24.00
c. Failing to properly display a valid parking permit.
• Fee: $40.00 and purchasing appropriate permit for
vehicle if registered to an owner or operator who is a
faculty, staff, student, or employee of a private contractor
assigned to campus.
d. Failing to park properly within the lines of a parking space.
• Fee: $24.00
Above parking controls will apply 24 hours a day, seven (7) days a
week.
e. Parking in a space designated "20 minute parking" for more than 20
minutes with a valid permit.
• Fee: $24.00
Above parking control will apply from 6:00 a.m. to 4:00 p.m. Monday
through Friday.
f. Display permit assigned to another vehicle.
• Fee: $24.00
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Appendix 6
Above parking control will apply 24 hours a day, seven (7) days a
week.
g. Display two or more valid permanent permits.
• Fee: $24.00
Above parking controls will apply 24 hours a day, seven (7) days a
week.
2. Flagrant Violations:
• a. Parking in a reserved space without displaying a proper permit.
• Fee: $40.00plus tow fee if vehicle is removed by tow away.
b. Parking a vehicle in a no parking zone.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
c. Parking in any manner which obstructs vehicular traffic.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
d. Parking in any manner which obstructs a crosswalk.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
e. Parking in a fire lane.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
f. Parking in a tow away zone.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
g. Parking in a loading zone or service driveway.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
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Appendix 6
h. Parking on any lawn, curb, sidewalk or other area not set aside for
parking.
• Fee: $ 40.00plus tow fee if vehicle is removed by tow
away.
i. Parking on campus while parking privileges are suspended.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
j. Moving any barricade or parking within any barricaded area.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
k. Using a forged, altered, false, e* fictitious or stolen permit.
• Fee: $80.00plus tow fee if vehicle is removed by tow
away.
1. Falsifying or altering vehicle registration information.
• Fee: $80.00plus tow fee if vehicle is removed by tow
away.
m. Parking in a "Reserved for Handicapped" parking space or any other
area designed for disabled persons such as an access ramp or curb cut
without displaying a proper permit or any other area designed for disabled
persons such as an access ramp or curb cut.
• Fee: $80.00plus tow fee if vehicle is removed by tow
away.
n. Parking in violation of the directions of a Traffic Control Officer.
• Fee: $40.00plus tow fee if vehicle is removed by tow
away.
Above parking controls will apply 24 hours a day, seven (7) days a
week.
3. Citations for Parking Violations:
• a. Citations will be issued to vehicles for violation of parking
regulations.
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Appendix 6
b. Fees for parking violations may be paid in person at the University
Business Office between 8:00 a.m. and 4:00 p.m. Monday through Friday
or mailed to:
• Stephen F. Austin State University
Business Office
P. O. Box 13053, SFA Station
Nacogdoches, Texas 75962-30534.
4. Impoundment in Place
• a. A vehicle may be impounded in place if:
• (1) it is parked anywhere on campus without displaying a
current permit and has 3 or more unresolved citations; or
(2) the owner or operator violates the terms of a conditional
release; or
(3) it is parked illegally in a handicap space without displaying a
proper permit; or
(4) the owner or operator illegally uses a handicap permit to obtain
parking privileges; or
(5) it is parked in any space without a permit for that area,
b. A vehicle impounded in place shall be released if:
• (1) the owner or operator agrees to pay for all
outstanding citations on the vehicle plus a fee of
$40.00,aftd purchases a valid permit and provides current
proof of liability insurance.
(2) the University Chief of Police authorizes the release of
the vehicle.
5. Tow Away
• a. A vehicle impounded in place may be towed away if:
• (1) disposition of all citations for the vehicle is not made within
three (3) days of the impoundment;
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Appendix 6
(2) the owner or operator removes or attempts to remove the
impounding equipment attached to the vehicle.
b. A vehicle that has to be moved to a different location on campus due to
a violation shall be assessed a fee of $72.00 for such move.
c. A vehicle may be towed away if the owner or operator:
• (1) parks in any manner which obstructs vehicular
traffic;
(2) parks in any manner which obstructs a crosswalk;
(3) parks in a loading zone or service drive way;
(4) parks in a no parking zone;
(5) parks in a fire lane;
(6) parks in a tow away zone;
(7) parks on campus while parking privileges are
suspended;
(8) moves any barricade or parks in any barricaded area;
(9) parks in a reserved space without displaying a proper
permit;
(10) parks in a "Reserved for Handicapped" space without
displaying a proper permit or any other area designed for
disabled persons such as an access ramp or curb cut;
(11) violates the terms of a conditional release;
(12) parks in violation of the directions of a Traffic Control
Officer;
(13) parks in any space without a permit for that area.
d. A vehicle that has been removed by tow away shall be released if:
• (1) the owner or operator of the vehicle agrees to pay the
fees for all outstanding citations on the vehicle plus a
commercial wrecker service fee of (to be determined by
competitive bid and posted at the University Police
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Appendix 6
Department) and storage charges of (to be determined by
competitive bid and posted at the University Police
Department); or
(2) the University Chief of Police authorizes the release of
the vehicle.
e. When the removal of a vehicle has been authorized and the owner or
operator of the vehicle appears at the vehicle after the wrecker has arrived
and the wrecker driver has made a hook-up or signed the tow order for
custody of the vehicle, the vehicle shall not be towed away if the owner or
operator:
(1) pays the wrecker driver a fee of $25.00 in lieu of
towing; and
(2) agrees to move the vehicle.
(3) agrees to pay outstanding fees.
f. When the removal of a vehicle has been authorized and the owner or
operator appears at the vehicle before the arrival of the wrecker, the
vehicle shall not be towed away if the owner or operator:
• (1) agrees to move the vehicle.
(2) agrees to pay outstanding fees.
g. No vehicle may be towed without the express approval of the
University Chief of Police or his designated representative.
g. Fees for tow away will be included on their SFA bill if a student,
faculty or staff. Others may pay at the University Police Department
Permits/Citations Office between 7:30 a.m. and 5:00 p.m. Monday
through Friday or the Police Dispatch Office after 5:00 p.m. and on
Saturday and Sunday.
6. Suspension of Parking Privileges
• a. Parking and Traffic Regulations and Information are rules adopted by
the Board of Regents under the authority of the Texas Education Code. All
vehicles operated on the properties of the University are required by law to
comply with University Parking and Traffic Regulations and Information.
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Appendix 6
Notices of parking violations may constitute a suspension of parking
privileges and any fee assessed is for reinstatement of parking privileges
for operators of vehicles registered with the University.
All violations involving registration of vehicles operated on the properties
of the University are violations of the law and University Parking and
Traffic Regulations and Information. Disposition of these citations at the
University is a privilege extended by the University which may be
withdrawn at the University's option.
Violation of University Parking and Traffic Regulations is a misdemeanor
punishable by a fine of up to $200.
Any parking violation may be filed in a Justice or Municipal court as a
violation of University Parking and Traffic Regulations.
b. Violation of suspension of parking privileges shall result in removal of
the vehicle by tow away.
7. Appeal of Citation, Impoundment, and Tow Away:
• If a person receives a citation and believes it is unwarranted, he/she may
enter a plea of not guilty at the University Police Department. All pleas
must be entered at the University Police Department within seven (7) class
days of the date of the citation. Appeal forms and other information may
be obtained at the University Police Department.
Student citations shall be appealed through the Student Supreme Court.
Dates onm which the Appeals Court meet are posted and made available
in the University Police Department. Persons wishing to appear before
the Appeals Court may do so in lieu of a written appeal However, it is the
responsibility of the person to obtain the date and time that Appeals Court
will meet so that they may appear in person. All decisions of this body are
final. Faculty and staff citations shall be appealed through the
Faculty/Staff Traffic Appeals Board.
Bicycle Registration and Regulations
1. Registration:
• a. The University does not require the registration of bicycles, however
owners are encouraged to have bicycles marked for identification purposes
at the University Police Department.
• (1) The University Police Department will record bicycle serial
number and description and issue a bicycle permit for a $5.00
charge; or
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Appendix 6
(2) The University Police Department will record bicycle serial
number and description and make available an engraving tool to
mark bicycles for identification. There is no charge for this service.
2. Regulations:
• a. Every person operating a bicycle on University property must give
the right-of-way to pedestrians at all times, keep to the right of the
roadway and obey all traffic signals.
b. Bicycles may not be parked on sidewalks or in University buildings at
any time. Bicycles are to be parked in bicycle racks. Bicycles may not be
left on porches or walkways and may not be chained to trees, light poles,
shrubs, art objects, handrails or stairways.
c. Bicycles parked in violation may be impounded and removed to the
University Police Department and a $5.00 fee charged for its release.
Traffic Regulations
1. Speed Limits:
• The speed limit within the campus area is 20 MPH unless otherwise
posted, except the speed limit for all parking lots is 10 MPH.
2. Moving Violations:
• All vehicles driven on Stephen F. Austin State University property are
subject to all University traffic regulations, State of Texas Motor Vehicle
Codes and City of Nacogdoches, Motor Vehicle Laws. Moving violations
may be issued on a City of Nacogdoches Traffic Citation or filed in the
office of the appropriate Justice of the Peace.
3. Right-of-Way:
• Pedestrians have the right-of-way at all marked crosswalks. Motor
vehicle operators must yield the right-of-way to pedestrian traffic in
marked crosswalks.
University Police
The Board of Regents of Stephen F. Austin State University is authorized to employ
campus police personnel. Such officers are commissioned as Texas peace officers and are
vested with all powers, privileges and immunities of peace officers in the performance of
their duties. As Texas peace officers, Stephen F. Austin State University Police Officers
have county-wide jurisdiction in all counties in which the University owns property.
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Appendix 6
All persons on University property are required to identify themselves to such officers
when requested. Failure to produce identification upon request of an officer may result in
arrest and appearance before a magistrate.
The University Police shall be vested with the authority to refuse to allow persons having
no legitimate business tp enter upon any property under the control and jurisdiction of
Stephen F. Austin State University and to eject any unauthorized persons from said
property upon their refusal to leave peaceably upon request.
The University Police are authorized to enforce the Texas Motor Vehicle Code, the Texas
Penal Code, the applicable Ordinances of the City of Nacogd